The viewing appointment often determines whether a prospective buyer becomes a buyer. If you sell without an estate agent, you conduct this appointment yourself – and with good preparation, a clear process and the right demeanor, you can make a significant difference. We show you how to conduct the viewing of your property confidently, which documents and obligations are involved, and how to protect yourself legally and personally.
How to Prepare for the Viewing
First impressions count – and they are formed within the first few minutes. Make sure your property shows itself at its best without concealing defects. You should complete these tasks before every appointment:
- Tidy and clean: A tidy, clean apartment appears larger and better maintained. Put away personal belongings and clutter.
- Provide light: Open shutters and curtains and switch on lamps if necessary. Bright rooms appear more inviting and larger.
- Repair minor issues: A dripping tap or a sticking door draws attention to supposed defects. Fix whatever can be fixed quickly.
- Have documents ready: Keep the energy performance certificate, floor plan, exposé and records of modernizations to hand – ideally as copies to give out.
- Plan the route: Decide in advance the order in which you will show the rooms. Begin and end with what makes your property special.
Allow sufficient time for each appointment – 30 to 45 minutes is realistic for a serious viewing. Anyone listing their property on a metasearch engine such as TraumImmo reaches many prospective buyers at the same time and should briefly pre-screen inquiries before scheduling appointments.
Individual Appointment or Group Viewing?
You essentially have two options for organizing viewings: an individual appointment with one prospective buyer at a time or a group viewing (also known as an “Open House”), where several parties attend simultaneously. Both formats have their merits.
- Individual appointment – personal: You can respond to questions individually, get to know the prospective buyer better and create an atmosphere of trust. This is an advantage, especially when selling privately.
- Individual appointment – time-consuming: With many inquiries, individual assistance takes a noticeable amount of time because you have to arrange each appointment separately and carry out.
- Group viewing – efficient: You show the property once and reach many interested parties. A certain “competition” among visitors can strengthen your negotiating position.
- Group viewing – impersonal: With many people at the same time, you quickly lose track, cannot respond to every question, and have a poorer overview of the property.
For most private sellers, the individual appointment is the better choice. It can be conducted more professionally and gives you control over the process. Group viewings are more suitable when there is very high demand.
The process: Step by step through the appointment
Step 1: Greeting and first impression
Welcome your guests in a friendly and punctual manner. A brief conversation at the door reduces tension and creates a pleasant atmosphere. Make a note of the interested parties’ names and contact details.
Step 2: Tour of the property
Guide visitors calmly through the rooms in a logical order. Give the interested party time to take everything in and highlight the property’s strengths – such as its orientation, layout, or completed renovations.
Step 3: Answer questions and disclose defects
Answer questions honestly and completely. You must disclose known defects – more on this shortly. Exaggerations or sugar-coated statements can become expensive later and immediately destroy trust.
Step 4: Assess interest and clarify next steps
At the end, it is worth looking ahead: How serious is the interest? Clarify whether financing is being checked and how the interested party envisions the further process. Agree on who will contact whom and when.
Your legal obligations during the viewing
Even as a private seller, you have clear legal obligations during the viewing appointment. Two of them are particularly important:
Present the energy performance certificate. Under the German Building Energy Act, you must present the energy performance certificate or a copy unsolicited at the latest during the viewing (Section 80 GEG). You can also fulfill this obligation by displaying it in a clearly visible location. If no viewing takes place, the certificate must be presented without delay. At the latest after the purchase agreement has been concluded, you must hand it over to the buyer. Certain key figures must also already be included in the property advertisement.
About defects disclose. You must voluntarily disclose known, non-obvious defects – such as dampness in the basement, a pest infestation or disputes with neighbors. If you fraudulently conceal such a defect, a contractual exclusion of liability will not help you later either (§ 444 BGB). The buyer could rescind the contract or claim damages. Honesty here is not merely a matter of decency; it also protects you from costly subsequent claims.
Do not forget security and data protection
During a viewing, you let strangers into your property. A few precautions are advisable:
- Do not be alone: Conduct viewings in pairs whenever possible. This increases security and makes it easier to keep track of things.
- Put away valuables: Jewelry, cash, documents and electronics should be kept out of sight before the appointment. Unfortunately, burglars occasionally disguise themselves as prospective buyers to get an impression of the property.
- Record identities: Ask for names and a means of contact. This is standard practice when there is serious interest.
Data protection also plays a role: As soon as you collect and store the names, telephone numbers or financing details of prospective buyers, the General Data Protection Regulation (GDPR) applies. Collect only what you really need, store the data securely and delete it once the sale has been completed. Detailed questions about income and creditworthiness are only appropriate once matters become concrete.
Advantages and disadvantages of conducting viewings yourself
Taking charge of the viewing yourself has clear advantages – but also entails responsibilities:
- Advantage – you know your property: No one can convey its advantages, history and surroundings as credibly as you can.
- Advantage – direct contact: You speak directly with prospective buyers, gauge their reactions and can respond immediately to follow-up questions.
- Advantage – cost savings: You save the estate agent’s commission and retain full control over appointments and communication.
- Disadvantage – time commitment: Coordinating appointments, preparing and conducting viewings takes a noticeable amount of time, especially when there are many inquiries.
- Disadvantage – emotional attachment: Anyone selling their home can easily react sensitively to criticism. A certain amount of distance helps in negotiations.
- Disadvantage – Responsibility: The duty to provide information and data protection are your responsibility. Mistakes can have legal consequences.
FAQ About Viewings Without an Estate Agent
How many prospective buyers should I invite per appointment?
For an individual appointment, inviting one party is advisable so that you can concentrate fully. For a group viewing, you should keep the group small enough that you can still maintain an overview and keep an eye on all rooms.
Do I have to show the energy performance certificate during the viewing?
Yes. Under the German Buildings Energy Act, you must present the energy performance certificate or a copy at the latest during the viewing and hand it over to the buyer after the sale. Certain energy performance figures must already be stated in the advertisement.
May I leave uncomfortable questions from prospective buyers unanswered?
You should provide honest information about your property – you must not conceal known defects. However, you do not have to answer very private questions that have nothing to do with the property. Remain objective and friendly.
Should I be alone during the viewing?
Better not. With two people, you are safer, appear more confident and can share the tasks – one person leads visitors through the rooms, while the other answers questions and maintains an overview.
How should I handle price negotiations during the appointment?
Do not let yourself be pressured into making a spontaneous commitment. Accept offers, review them at your leisure and refer to a later discussion. Before making any commitment, you should always ask to see proof of financing.
Conclusion: Preparation Leads to a Convincing Appointment
Conducting the viewing yourself is manageable if you prepare and keep the process under control. The greatest advantages are a well-maintained, well-presented property, a calm and honest tour, and fulfilling your obligations regarding the energy performance certificate and disclosure of defects. Anyone who also considers security and data protection can confidently guide prospective buyers through the appointment – thereby laying the foundation for a successful sale without an estate agent.