A key factor for any real estate management, whether residential or commercial, is a high occupancy rate for existing properties, ideally without vacancies. A long rental period is just as important as rapid re-letting in the event of a vacancy.
The letting process starts with the placement of a property advertisement, continues with the selection of a new tenant, including the handling of contract details, and ends with the subsequent termination of a tenancy. While the letting process up to this point was a one-off process, the routine part now follows once the tenant has moved in. This part primarily involves customer data maintenance and good service, e.g. in communication and maintenance, in order to retain the tenant in the long term. In the event of a termination, the letting process cycle starts all over again.

For example, software solutions can use “matching algorithms” in the letting process to filter out suitable tenants during the tenant selection process and make a pre-selection. This is done according to specific categories that are pre-selected. Complex credit checks can also be carried out conveniently online. Unsuitable prospective tenants can then be rejected at the click of a mouse. Tenant data can also be analyzed at the touch of a button. This allows detailed and clear reports to be created quickly, e.g. which apartment size is most in demand or which real estate portal was used most frequently. Other solutions store queried data from potential interested parties for a period of time so that they are informed immediately when a comparable property from the portfolio becomes available.

Other software tools control all communication with potential interested parties. For example, personalized e-mail templates can be used to arrange viewings or send property reservations at the click of a mouse.