Did I get the flat? Signs, waiting time & how to follow up the right way
The viewing went well, the landlord was friendly, maybe there was even a "we'll be in touch" – and now? You're staring at your phone reading meaning into every silent minute. The honest answer first: reliable signs that you got the flat barely exist. Landlords are polite to every applicant, and that's exactly what makes the tea-leaf reading so hard. What does exist: realistic timeframes, a few genuine signals – and one thing you can actively do better than most of your competition.
This guide sorts out which signals actually mean something, how long you usually have to wait, when and how often you may follow up – and how to use a rejection so you're ahead next time.
Why "good vibes" mean almost nothing
A nice viewing is not a promise. For sought-after flats, dozens of people show up to a single appointment, and everyone gets the friendly goodbye. Likeability plays a role, but the shortlist is decided by who leaves the fewest question marks: secured rent, complete documents, a reliable impression.
Just how big the competition for popular listings really is shows in an ImmoScout24 analysis of the first quarter of 2024: the most in-demand rental listings collect triple-digit contact requests per day – on average 373 in Berlin, 277 in Hamburg, 237 in Munich and 193 in Cologne Quelle. Important: those are the top 10 percent of listings, not the average (nationwide it sits at around 22 requests). But they explain why good vibes during a viewing say so little – you're competing with many people who also made a good impression. A breakdown of typical applicant numbers is in How many applicants are there per rental flat?.
Everyone gets a friendly viewing. The offer goes to whoever leaves the landlord the least risk.
Weak signals vs. real signals
A lot of what feels like an offer isn't one. But some things are genuinely meaningful – because they only happen when the landlord is concretely planning with you. The difference almost always comes down to whether someone is just being polite or has already invested effort in you.
"We'll be in touch", a longer, relaxed chat, praise for your documents, an offer to send you more photos or the floor plan, a friendly "I liked you". Nice – but courtesy that almost everyone receives. Even "you're on the shortlist" is often just a gentle way of not losing anyone too early. Don't read a decision into it.
A good rule of thumb: if the conversation is about the past ("How do you like the area?"), it's small talk. If it's about the future with this specific flat ("When could you move in? Who's moving in with you?"), it's getting serious. Even real signals are no guarantee – but they show you're on the shortlist. A binding offer only counts once it's actually stated and – ideally – confirmed in writing.
How long does an offer take after the viewing?
There is no fixed deadline, and no reliable statistics exist – only experience. In practice, most landlords get back within two to seven days. How long it actually takes depends heavily on who is on the other side.
Often decide faster and more personally – sometimes the same evening, often within two to four days. There are no approval loops, but also no fixed procedures: if the "chemistry" and the documents are right, it can move very quickly. If a private landlord stays quiet for a while, it's often because other viewings are still running in parallel.
Following up the right way – timing, tone, template
Following up is allowed and often smart: it shows genuine interest and keeps you top of mind. Timing and tone are key. Wait about five working days, stay friendly and brief, and don't apply pressure.
The right moment
About five working days after the viewing – or at the time the landlord mentioned, if they gave one ("by the end of the week").
The right channel
The same way as before (portal message, email). A call only if contact was by phone anyway.
The right tone
Short, friendly, no pressure. Reaffirm your interest and offer to submit any outstanding documents immediately – that's real added value, not nagging.
Following up twice – when is it too much?
A single follow-up is standard and welcome. You can reach out a second time if roughly another week passes with no reaction – but then keep it even shorter, with one clear question and a natural exit. More than two follow-ups almost always backfire: they shift the picture from "interested" to "exhausting", which is the exact opposite of what a landlord is looking for.
When the rejection comes – it's usually not about you
A rejection feels personal, but it rarely is. With hundreds of people interested in a sought-after listing, small things often decide: someone fit the criteria marginally better, was a touch faster, or had complete documents ready immediately. Often you get no reason at all – a landlord isn't obliged to give one. Don't take it as a verdict on you; take it as what it usually is: statistics.
Using a rejection with composure
A rejection is annoying, but it's also the only point where you can actually learn something. Whoever reacts with composure gets the most out of the "no" – and sometimes even still gets the flat, if the first choice falls through.
Acknowledge it warmly
Reply briefly and without frustration: "A shame, but thanks for letting me know." Whoever stays memorable is first in line when a backup is needed.
Ask for feedback
Ask once, without obligation, for an assessment: "If you can briefly tell me what it came down to, that would help me with my next application." Not everyone replies – but the replies are worth their weight in gold.
Offer to be the backup
"If it doesn't work out with the first applicant after all, I'd be happy to remain on standby." This happens more often than you'd think.
Sharpen your own file
Was something incomplete, outdated or hard to read? Fix exactly that up front next time.
What to take away: whoever can apply completely and immediately next time has the edge. Trust is also built by a verified profile – why that makes the difference is in Verification in the apartment search. And which documents belong in a strong file (and what you may leave out to stay data-minimal) is covered in The convincing rental application.
Be ahead next time
The best "signs" strategy is to never end up guessing in the first place – but to be so prepared that you apply completely on the next matching listing. Because what really shortens the waiting time in the end is no open questions on the landlord's side.
Anyone who maintains their tenant self-disclosure, documents and a short "About me" once applies with a single click afterwards – data-minimal and still complete. Build and check your file via the build & check your application file tool.
Prepare once, apply instantly on the next match
Maintain your application file once in your free WOHNO account – then apply with one click afterwards, data-minimal and complete.
FAQ – frequently asked questions
Continue with WOHNO
Ready for the next step?
Related Posts
Rental application: which documents you need – the complete checklist
WEWOHNO Editorial·13 min
How to message a landlord: the first message that actually gets a reply
Your first message decides whether you get invited to a viewing. What belongs in it, how long it should be, which mistakes get you filtered out – plus strong vs. weak examples and two adaptable templates.
WEWOHNO Editorial·12 min
How many applicants are there per rental flat? Numbers by city – and what it means for you
WEWOHNO Editorial·12 min