Rent Clearance Certificate – What Landlords Should Know
Many landlords ask prospective tenants to provide a rent clearance certificate (Mietschuldenfreiheitsbescheinigung) to confirm that no outstanding rent debts exist from previous rental agreements. This document can help build trust and protect against so-called rent nomads—tenants who repeatedly leave unpaid rent behind.
But when is a rent clearance certificate actually necessary? What does it include, and what are the rights and obligations of landlords and tenants under German law?
This guide provides a clear, practical, and legally accurate overview, specifically written for landlords in Germany, Austria, Switzerland, and other German-speaking countries.
What Is a Rent Clearance Certificate?
A rent clearance certificate (sometimes called rent payment confirmation) is a written statement from a tenant’s previous landlord confirming that:
- rent was paid in full and on time, and
- no outstanding rent arrears exist at the end of the tenancy.
For apartment seekers, it is an important creditworthiness document when applying for a new rental property.
Typical contents include:
- Landlord and tenant details: Full names and addresses
- Rental period: Duration of the previous tenancy
- Payment confirmation: Statement that rent was paid regularly and in full
- If arrears exist, the exact amount should be stated
- Date and signature: Issuing date and signature of the former landlord or property management company
Note: A rent clearance certificate does not require a specific format. There is no official government form. Any written confirmation containing the above information and a signature is legally sufficient. Many landlords or property managers use templates, often found online.
No Legal Obligation for Landlords to Issue One
Important for landlords to know: There is no legal obligation to issue a rent clearance certificate.
Tenants (including subtenants) do not have a legal right to demand this document. The German Federal Court of Justice (Bundesgerichtshof) confirmed this in 2009.
Why is there no legal entitlement?
Issuing a binding confirmation of “no rent debt” can disadvantage landlords. For example:
- Additional claims may arise later (e.g. from utility cost settlements)
- A certificate stating “no debts exist” could make such claims harder to enforce
For this reason, landlords are free to decide whether to issue a certificate or limit documentation to standard rent receipts.
Can a new landlord require it?
Prospective landlords may ask for a rent clearance certificate, but they cannot legally demand it.
In competitive housing markets, this document is often requested as part of the application process. However, if a tenant cannot provide one, landlords should accept alternative proof of reliability rather than rejecting the applicant outright.
How Tenants Can Obtain a Rent Clearance Certificate
Tenants must request the certificate directly from their previous landlord.
As a landlord or property manager, you can make this easier by providing a simple template. Many tenants already bring a prepared form that only requires a signature.
Costs
- Most landlords issue the certificate free of charge
- Some charge a processing fee, especially in high-demand areas
- Common fees range from €15–30, occasionally up to €50
- There is no legal fee regulation
If a fee is charged:
- Check whether the rental agreement allows it
- Ensure the amount is reasonable and proportionate
- Excessive fees may damage your reputation or tenant relationship
Special Case: First-Time Renters
If an applicant has never rented before (e.g. previously lived with parents):
- Parents cannot issue a rent clearance certificate
- No prior rental relationship exists
Possible alternatives include:
- A parental guarantee
- Parents joining the rental agreement
- Proof of income or a higher security deposit
Open communication helps clarify which alternatives you are willing to accept.
Alternatives to a Rent Clearance Certificate
Sometimes tenants cannot obtain the certificate—because the former landlord refuses or is unreachable. In these cases, alternative documents can provide sufficient reassurance.
Accepted alternatives include:
-
Rent receipts or bank statements
Tenants are entitled to rent receipts under §368 German Civil Code (BGB). Multiple records show consistent payment behavior. -
Proof of income
Payslips or income certificates demonstrate affordability. -
SCHUFA credit report
Tenants should provide the free version without a score, confirming no negative entries.
Landlords may not require a full SCHUFA report with a score value. -
Tenant self-disclosure (Selbstauskunft)
A written declaration stating no rent arrears exist. While not as strong as a landlord certificate, it supports transparency—especially when combined with other documents.
Important:
The absence of a rent clearance certificate does not automatically indicate financial unreliability. A former landlord may simply refuse as a matter of principle. What matters is whether credible alternative proof is available.
Practical Tips for Landlords
Handle data responsibly
Request financial documents only once serious rental interest exists. Credit data is sensitive and subject to data protection rules.
Unsolicited documents should be returned or deleted.
Verify plausibility
Check names, dates, rental periods, and signatures.
If in doubt, a short call to the former landlord can clarify authenticity.
Forged certificates are rare—but legally punishable.
Use it as one factor, not the only one
A rent clearance certificate only confirms rent status up to a specific point in time.
It does not cover:
- Utility cost back payments
- Current financial stability
Combine it with:
- Income checks
- Credit information
- Personal impressions
Keep issuing simple
If you choose to issue certificates:
- Use a basic template
- Fill in names, address, rental period, and payment status
- Communicate any fees transparently
Frequently Asked Questions (FAQ)
Is a landlord required to issue a rent clearance certificate?
No. Landlords are not legally required to issue one. Tenants have no enforceable right to it.
Can landlords demand this document from applicants?
They may request it, but cannot legally insist on it. If unavailable, reasonable alternatives should be accepted.
What if the previous landlord refuses?
Tenants can provide rent payment records, a SCHUFA report, proof of income, and a tenant self-disclosure instead.
Can parents certify rent clearance?
No. If the applicant lived with parents, no rental history exists. Parents may instead act as guarantors.
Does issuing the certificate cost money?
Often it’s free. Some landlords charge a modest fee (e.g. €20). Without contractual agreement, fees must remain reasonable.
Final Tip
As a landlord, your goal is to find financially reliable and trustworthy tenants.
Rentmio helps simplify this process—from managing credit documents to digital tenant selection—saving time while reducing risk.
Try Rentmio and see how modern landlord tools can make tenant screening more efficient and secure.