Everything a landlord needs to have in order
A clear strategy makes it easier to set the right rent, choose the right tenant and build a stable tenancy. Our free rental plan brings together the key facts about the property, the finances, the tenant you are looking for and your goals. It takes 15 minutes, in English or Danish.
- Rental planA template for the property, finances, tenant profile and goals.
- UdlejningsplanThe rental plan in Danish.
The guide follows the tenancy from start to finish:
Whether you are new to renting out or already under way, we are happy to help you all the way. Book a meeting and we will look at your property and find a solution that suits you.
The lease is the foundation of the tenancy
A lease is the legal foundation of the whole tenancy. A properly drafted lease gives landlord and tenant a clear and unambiguous framework, and it is the key document if a disagreement or dispute arises. It sets out the rent and how it is adjusted, the deposit, utility accounts, maintenance duties, notice periods and the required condition of the home at move-in and move-out.
Download the latest authorised standard form A, 10th edition, in English and Danish from our free lease agreement page or from the documents at the bottom of this page.
The lease explained
The standard lease is used for most types of residential rentals, including flats, rooms, mixed-use tenancies and sublets. That makes it a central tool for private and professional landlords alike.
Danish rental law contains a number of mandatory rules that protect the tenant. At the same time, some terms can only be enforced if they are worded correctly and written into the lease. Vague or incomplete terms can be set aside, with legal and financial consequences for you as the landlord.
We therefore always recommend an up-to-date, legally correct lease, including when you rent out to family, friends or acquaintances. It should be filled in correctly, read through and signed by both parties before the tenant moves in.
If you already have a tenancy without a signed lease, put it in writing as soon as possible. A written agreement creates clarity, records the terms and strengthens both parties.
At BY Administration we advise on and draw up leases that reflect both the law and your needs as a landlord. Contact us for a no-obligation chat about a clear and legally sound tenancy.
The A10 standard lease
Standard form A, 10th edition (A10), is the current standard lease for private residential rentals. Use it to make sure the agreement is clear and correct. The lease should set out the rent, the rental period, the notice terms and how responsibility is split between landlord and tenant. Vague or missing terms can lead to disputes and financial consequences.
Requirements at move-in
The home must be handed over in good and proper condition. Among other things, that means:
- water, heating and electricity work
- the home is clean
- windows, doors and locks are intact
Specifically, the Rent Act requires the home to be clean, the windows to be intact and every external door to have a working lock with keys (section 89, in Danish).
Special terms in section 11
Special agreements and departures from the general rules must be written clearly in section 11 of the lease. If a term is unclear or invalid, the general rules of the Rent Act apply (section 11(2)). Defects in the home can entitle the tenant to repairs, a rent reduction or compensation.
Document the condition of the home
A tenant cannot be required to return the home in better condition than at move-in (section 187). Always document the condition with photos or video at the handover. It gives you a much stronger position if there is a disagreement later about damage or maintenance.
Note: For private residential tenancies, use the authorised standard lease, form A, 10th edition. The English version can be used where relevant. The form covers flats, rooms and mixed-use tenancies and sublets, including sublets of all or part of a social housing home. Always use the latest form: older or unauthorised leases may contain invalid or incomplete terms that cannot be enforced.
If you need help filling it in, with special terms or with the legal framework, BY Administration can make sure the lease is correct and follows the current rules.
Targeted marketing of your property
Renting out a home should be approached like any other advertising. Whether you use your network, social media or rental platforms, it pays to know your audience. Before you start, have a clear plan for:
- who you want as a tenant
- the financial framework
- the minimum rental period
The clearer the framework, the easier it is to target the advert and find the right tenant.
Advertising in your own network
Facebook, Instagram and personal networks can be a quick, free route to a tenant and sometimes create interest fast. The effect depends on the size and relevance of your network, though, and the reach can be limited. Some landlords also prefer a more discreet process for privacy or personal reasons, which we of course take into account.
Paid property portals
Property portals reach people who are actively looking for a home. That can improve the chance of a good match, but advertising can be expensive, and you have to handle enquiries, viewings and tenant selection yourself.
Professional help with renting out your home
BY Administration recommends using a professional rental agent who handles the whole process, from advertising and screening to the lease and move-in. It saves time, reduces the risk of mistakes and makes for a professional rental process. Book a no-obligation meeting and get a solution tailored to your property and your wishes.
How we market your property
When BY Administration rents out your home, we plan targeted marketing. There is no one-size-fits-all: we start from your wishes, the financial framework of the tenancy and the tenant you are looking for.
We tailor the text, photos and choice of platforms so the advert highlights what matters most to, for example, students, expats, families or companies. The goal is not simply lots of enquiries, but the right tenants.
We also draw on our network and our pool of home seekers who register their wishes with us, so we can match new properties directly with relevant candidates and build interest early. The property is also advertised through our own channels and on relevant residential and commercial portals, and we follow the results and adjust the content and exposure for the best possible visibility.
We handle every enquiry, screen prospective tenants and arrange viewings or open houses. You get a structured, professional process from the first advert to the final choice of tenant.
Professional photography
Professional, accurate photos are essential for an effective advert. They give prospective tenants a clear sense of the light, layout, quality and feel of the home, and they have a big influence on whether people click through or get in touch.
That is why we put property photography first. We work with MODO Partners, who have long experience of showing homes from the right angles, in the right light and composition. Our own comparisons show that adverts with professional photos get, on average, over 60% more views and more than 20% more enquiries than adverts with ordinary phone photos. That means a faster rental, a stronger choice of tenant and an attractive market rent.
We recommend professional photography whether you rent out the home yourself or use an agent. If you rent out through BY Administration, photography can be added, and you naturally keep the rights to the photos.
Viewings and choosing a tenant
Thorough screening of prospective tenants is key to an efficient rental process. Many landlords invite everyone to a viewing and only then try to assess the candidates through informal conversations, which can be both time-consuming and imprecise.
We recommend screening applicants online before inviting them to an open house or a private viewing. That way you only spend time on candidates who meet the basic requirements, such as finances, rental period and move-in date.
Screening prospective tenants
Attractive homes can draw a lot of interest quickly, so a consistent, documented screening process matters: it means the choice is made on a fair and informed basis. Screening should rest on objective, relevant criteria, such as proof of income, employment or studies and details of the desired rental period and move-in date.
For students, it can be relevant to ask for proof of enrolment, student grants (SU) or other income. The purpose is to judge whether the applicant can meet the terms of the lease. Screen before the open house or viewing, so your time goes to serious candidates.
What information may you ask for?
You may ask for information that is relevant to the tenancy and to the applicant's ability to pay, such as:
- income and employment
- studies
- desired rental period
- references from previous tenancies
You should not ask about, or give weight to, personal matters such as religion, ethnicity, political views, sexual orientation, health or plans to have children. A good rule of thumb: every question should have a clear and relevant link to the tenancy, and every applicant should be judged on the same criteria.
Handling personal data safely
Payslips and other personal data must be stored securely, used only for the screening and deleted when no longer needed. Applicants should also be told how their data is handled. Consistent, documented screening saves time, gives a better basis for decisions and makes for a more professional rental process.
How to run an effective viewing
A well-planned open house lets you present the home effectively and meet several relevant candidates in a short time. Open houses and viewings are also an important continuation of the initial screening. A structured process gives prospective tenants a better experience and makes it easier to gauge their interest.
Invite only a small number of people at a time, and use fixed time slots that suit the size of the home. It keeps things calm, leaves room for questions and makes it easier to keep track. Ask people to arrive a few minutes early so you can start on time. Give a short introduction, then let visitors explore at their own pace, and be available for questions without taking over.
As the landlord or representative, you should be able to explain the main advantages of the home, the local amenities and the financial and practical terms. Good preparation builds confidence and makes it easier for interested tenants to decide.
If you cannot attend yourself, a representative can run the viewing. A thorough video tour can be a supplement, but we generally recommend meeting in person. If you need help with viewings, BY Administration can plan and run them as part of our rental service.
When several tenants are interested
If you have several qualified candidates for the same home, stick to the advertised rent. Avoid a bidding war where applicants outbid each other: it may be tempting, but it makes the process unprofessional and can damage trust in you as a landlord. Focus instead on the tenant who best fits the home and the criteria you set in advance.
At BY Administration we compare candidates on relevant, objective factors such as the desired rental period, financial stability, move-in date and the purpose of the tenancy. We do not use information about, for example, gender, ethnicity or other personal matters that are not relevant to the lease. Our assessment combines a structured comparison with the personal dialogue during screening and viewing. We then present the best-suited candidates and our recommendation, and as a rule you, the landlord, make the final decision.
If you rent out the home yourself, judge every candidate on the same criteria and hold them up against your original plan. That gives a fairer and more transparent basis for choosing the right tenant.
Putting the tenancy in writing
Once you have chosen your tenant, the agreement must be formalised. Start from the section on the lease so every detail, term and formal requirement is handled correctly. A correctly completed lease and a structured start reduce the risk of misunderstandings and conflicts. Make clear agreements on payment, the rental period, documentation and any special terms.
The move-in inspection, documenting the condition of the home and the key handover are just as important for a safe, professional start to the tenancy. The better the process is prepared from the outset, the easier the management afterwards.
Signing the lease
The lease should include the tenant's contact details and agreements on the rental period, rent, deposit, rent in advance, maintenance and any special terms. A precise lease reduces the risk of later misunderstandings.
Fixed-term lettings
A fixed-term lease generally needs a genuine reason, for example that you will live in or sell the home after the term. If the fixed term is not properly justified, it can be set aside, and the tenancy then continues with no end date. The reason should therefore be stated clearly in the lease.
Payment before the key handover
The lease should state when the deposit, rent in advance and first month’s rent are due. Set a specific payment deadline before the tenancy starts, so payment and the key handover can be planned in good time. Only hand over the keys once the agreed payments have arrived, and put any agreement on part-payment clearly in writing.
The deposit can be at most 3 months' rent (section 59), and rent cannot be demanded more than 3 months in advance (section 58(3)).
Holding the move-in inspection
When the lease is signed and every condition is met, the move-in inspection and the key handover can be done together. We recommend holding the inspection on the moving-in day itself, so you and the tenant can go through the home together.
Use the move-in report, digitally or on paper, and record the condition of the home room by room. The tenant then has 2 weeks from the start of the tenancy to report defects that are not in the report (section 91).
Once the inspection is done, the keys can be handed over. Always note exactly how many keys and sets of keys the tenant receives, so there is no doubt at move-out. The inspection is also a good moment to clear up practical questions and give the tenancy a confident start.
A tenancy that works
A good tenancy needs clear agreements, ongoing dialogue and knowledge of the rules. As a landlord you should know how to handle unpaid rent, who is responsible for maintenance and how to communicate clearly with your tenant. Many conflicts can be prevented with clear expectations and by handling problems correctly when they arise.
Is the rent paid on time?
Repeated late or missing payments can quickly become a serious problem, so it is important to know the correct reminder and demand process and your options as a landlord. You have both rights and duties, including on payment and maintenance, and a good overview of the rules reduces the risk of mistakes and unnecessary costs.
When the rent is not paid on time
If the tenant does not pay on time, start with a friendly reminder. It is not a requirement, but late payment is often an oversight that can be sorted out quickly.
If payment still does not arrive, follow the formal demand process. The written demand (in Danish “påkrav”) can be sent no earlier than after the 3rd working day after the last on-time payment date, and it must include:
- an exact statement of the arrears
- a 14-day payment deadline from when the demand is received
- a clear statement that the tenancy can be terminated if the arrears are not paid
The formal requirements must be met: mistakes in the demand can mean you are not entitled to terminate the tenancy. The demand must be sent on paper, not as a digital document (section 13(2)).
If the tenant pays the arrears before the tenancy is terminated, the tenancy continues. If the amount is still unpaid after the deadline, the tenancy can be terminated under section 182(1)(1) and (2) of the Rent Act. If the tenant neither pays nor moves out after termination, the claim can go to debt collection, and the case can be brought before the bailiff's court. Never change the locks, remove the tenant's belongings or evict the tenant yourself.
The process therefore usually has three steps: dialogue, a formal demand and, if needed, termination and the bailiff’s court. Proper records throughout are essential to protect your rights. If you are unsure about the process, or a tenant repeatedly fails to pay, BY Administration can advise you on your options and help with the next steps.
The landlord's maintenance duty
As a rule, the landlord must keep the property and the home properly maintained throughout the tenancy. That includes drains and installations for electricity, water and heating, and repairing damage the tenant is not responsible for.
Internal maintenance covers painting, wallpapering, whitewashing and treating floors (section 111(2)). The tenant can agree to take this on, but the split of responsibility must be stated clearly in the lease. Whether other maintenance tasks can be transferred depends on the tenancy and the type of property.
If the landlord does not meet the maintenance duty, it may count as a defect. Depending on the circumstances, the tenant can demand a repair, get a proportionate rent reduction or have the work done at the landlord’s expense. With serious defects, the tenant can ultimately terminate the lease.
Renting out a home is therefore about more than signing the lease and handing over the keys. You need to be ready for ongoing maintenance and unexpected repairs that cannot necessarily be passed on to the tenant, and to check what your insurance covers.
Good communication throughout the tenancy
Good dialogue between landlord and tenant is key to a tenancy that works. Clear expectations and ongoing communication can prevent misunderstandings and reduce the risk of conflict.
Before the tenant moves in, go through the lease, the payment terms, maintenance responsibilities and any house rules together. During the tenancy, the tenant should know how to report faults and defects, and you should respond quickly and professionally. Mention known problems or worn installations up front: it is better to be open and agree how the tenant should react if something goes wrong.
At move-out, clear and objective dialogue matters most around the move-out inspection, redecoration and repaying the deposit. Open, respectful and professional communication builds trust and makes the rental smoother from move-in to move-out.
Notice and moving out
When a tenancy ends, you need to have notice periods, formal requirements, documentation and the practical process under control. The rules depend on whether the tenant or the landlord is ending the tenancy. Clear communication and correct handling reduce the risk of conflicts, losses and unexpected costs.
When the tenant gives notice
As a rule, the tenant can give 3 months’ notice to the first working day of a month that is not the day before a public holiday. For a room that is part of the landlord’s own home, the notice is 1 month (section 175(1)). Other terms may apply depending on the tenancy and the lease, and notice should always be given in writing.
When the landlord gives notice
A landlord’s right to end a residential tenancy is much more limited. Notice must be based on a valid reason under the Rent Act. Needing the home for your own use can justify notice in some cases, whereas wanting to sell the home is generally not enough (sections 170 to 172).
The landlord’s notice must meet the formal requirements of the Act, including stating the reason and informing the tenant of the right to object. Notice for own use is generally at least 1 year (section 175(2)).
Plan the notice period
Keep to the notice periods, plan the move-out inspection in good time, and keep a clear dialogue with the tenant about viewings, the handover and the final statement.
The duty to find a new tenant
If the tenant moves out before the notice period ends, the landlord must try to rent out the home again. The rent the landlord receives, or should have received, from the new tenant is deducted from the claim against the former tenant (section 175(3)).
Avoiding disputes at move-out
Disputes at move-out are usually about redecoration and repaying the deposit. With the lease, the move-in report and good records in order, you are in a far stronger position in the final settlement. A correct lease and a thorough move-in inspection make it easier to tell normal wear and tear from damage the tenant may be liable for.
Document the condition of the home both in writing and with photos at move-in. It gives a clear basis for comparison at move-out and reduces the risk of disputes.
Use documented prices
If redecoration is needed, the costs should be backed by quotes or invoices from professional tradespeople. It creates transparency and strengthens the final statement.
If a disagreement arises
Disagreements can arise over, for example, damage, poor maintenance or the cost of redecoration. You may then need legal advice to make sure the case is handled correctly. The better you have documented the tenancy from the start, the stronger your position at move-out, legally and financially.
Renting out a home raises questions about leases, maintenance, rent, tenants and legal matters. We are here to advise you and make sure your rental is handled correctly and professionally. Contact us for a no-obligation chat about your property and your options as a landlord.
Move-in and move-out inspections
Inspections are about more than legal requirements. They are a practical way to align expectations, document the condition of the home and reduce the risk of conflict at move-out.
Legal requirement or good practice?
Move-in and move-out inspections are a central part of any tenancy. Once the condition of the home is recorded at move-in, it is far easier to decide what the tenant is liable for at move-out. If you rent out more than one flat, you must hold inspections and write reports at both move-in and move-out (sections 90 and 187). If you do not follow the rules, you can lose the right to claim redecoration at move-out.
The move-in inspection
Hold the inspection close to the key handover. Go through the home with the tenant and note faults, defects, wear and the general condition. After moving in, the tenant has 2 weeks to report further defects. Reply to any report in writing, so the records are clear.
The move-out inspection
At move-out, the current condition of the home is compared with the move-in report. A good basis makes it easier to tell normal wear and tear from damage. Get professional quotes for redecoration, and make sure every claim appears clearly in the final statement.
If you rent out more than one flat, the move-out inspection must take place no later than 2 weeks after you learn that the tenant has moved out. The tenant must be invited in writing with at least 1 week's notice, and the move-out report must be handed over at the inspection or sent within 2 weeks (section 187(3) and (4)).
If it is not documented, it is hard to use later
Good photos, clear reports and written communication are the best protection against disagreement. A clear process from first contact to the end of the tenancy looks like this:
- Prepare the lease and terms. Settle the rent, deposit, handover, utilities, maintenance and special terms.
- Document the home. Take photos, keep the correspondence and use a report at the key handover.
- Follow up in writing. Confirm agreements, defects, payments and changes so there is no doubt.
- Finish properly. Plan the move-out inspection, handle the redecoration and send a transparent statement.
Documents for landlords
There are many details to keep track of as a landlord, from the first rental plan and lease to move-in, documentation, notice and move-out. Here are the key documents in one place, so you can build a safe, transparent and professional tenancy from start to finish. The leases are the official files from the Ministry of Social Affairs and Housing. The reports are Word files you can fill in and adapt.
- Lease agreement A10The official English version of the authorised standard lease.
- Lejekontrakt A10The authorised standard lease for private residential tenancies.
- Move-in reportA template for inspecting and documenting the home at move-in.
- IndflytningsrapportThe move-in report in Danish.
- Move-out reportA template for the final inspection, claims and a documented handover.
- FraflytningsrapportThe move-out report in Danish.
- Rental planA template for the property, finances, tenant profile and goals.
- UdlejningsplanThe rental plan in Danish.
Want to work out the rent first? Use the rent calculator, or see what your home can earn. Would you rather have the whole rental taken care of? Read about long-term rental.
