Renting a home in another country can feel complicated, especially when you are not familiar with the local language, documents, payments, and rental procedures.

A legally registered real estate agency can make the process clearer, safer, and easier to understand.

The agent does not simply open theproperty’ss door.

The agent coordinates the viewing, explains the financial terms, prepares the necessary documents, communicates with the landlord, and remains involved until the lease is completed and the tenant receives the keys.

This is particularly useful for international tenants who may be renting a home in Greece for the first time.

Why Use an Official Real Estate Agency?

When you work with a registered real estate agency, the rental process is documented from the beginning.

The agency can help you:

• Understand exactly which property you are viewing.
• Please confirm the requested rent, security deposit, and agency fee.
• Communicate clearly with the landlord.
• Understand the main conditions of the lease.
• Keep written records of the agreed terms.
• Organize the lease signing and key handover.
• Receive an official invoice or receipt for the agency fee.
• Reduce the risk of misunderstandings, unofficial payments, or misleading property advertisements.

Using an agency does not mean that you should sign documents without reading them. It means that you have a professional available to explain the process and coordinate each stage properly.

The Rental Process, Step by Step

Step 1: Initial Contact

Before arranging a property viewing, the agency may ask for some basic information, such as:

• Your full name.
• Your passport or identification document.
• Your telephone number and email address.
• Your country of residence.
• The reason you are moving to Athens.
• The expected duration of the rental.
• The number of people who will live in the property.
• Employment, income, or financial information, if requested by the landlord.

These details help the agency confirm that the property is suitable for your needs and allow the landlord to evaluate the rental request.

Personal documents should only be sent to an identifiable, legally registered business through an official communication channel.

Step 2: The Property Viewing

The real estate agent arranges the appointment and accompanies you during the viewing.

This is your opportunity to inspect the apartment carefully and ask questions about:

• The condition of the property.
• Furniture and electrical appliances.
• Heating and air conditioning.
• Building service charges.
• Electricity, water, gas and internet.
• The minimum rental period.
• Pets or other restrictions.
• Repairs that may be required before moving in.
• The date when the property will be available.

Do not rely only on photographs. Whenever possible, visit the property personally or arrange a live video viewing with the agent.

Step 3: Signing the Property Viewing and Brokerage Instruction

Before or during the viewing, you will be asked to sign a Property Viewing and Brokerage Instruction, sometimes described as a viewing order or brokerage agreement.

This is an official written document. It is not the apartment lease, and it does not force you to rent the property.

Its purpose is to confirm:

• Your identity.
• The identity of the real estate agency.
• The property introduced to you.
• The type of transaction, in this case a residential rental.
• The agreed agency fee.
• The role of the real estate agency in the transaction.

Article 200 of Greek Law 4072/2012 provides that a real estate brokerage agreement must be in writing and identify the parties, the brokerage service or property opportunity, the type of transaction,n and the agreed brokerage fee.

The law also provides that the brokerage fee is freely agreed between the parties.

Signing this document protects both the prospective tenant and the real estate agency by clearly documenting the property, services, and financial terms before the transaction proceeds.

Step 4: Making an Offer and Agreeing on the Terms

When you decide to rent the apartment, the agent notifies the landlord of your interest.

Before the lease is prepared, the following points should be agreed in writing:

• The monthly rent.
• The security deposit.
• The starting date of the lease.
• The duration of the lease.
• The method and date of monthly rent payments.
• The furniture and appliances included.
• Any repairs or improvements promised by the landlord.
• Building service charges and other expenses.
• Any special conditions concerning pets, smoking or additional occupants.

Do not make important payments based only on a verbal agreement. The property, amount, reason for payment and recipient should always be clear.

The Real Estate Agency Fee

For this service, the Urban Keys brokerage fee equals one month’s rent plus the applicable VAT, as stated in the written brokerage instruction.

The payment can be completed securely using:

• Major debit or credit cards.
• PayPal.
• A secure online payment link sent directly by our office.

According to our agency procedure, the agreed brokerage fee is settled before the final signing appointment with the landlord.

This payment condition is explained in advance and recorded in the written brokerage instruction.

An official invoice or receipt is issued for the payment.

The agency fee is separate from:

• The first monthly rent.
• The security deposit.
• Any utility or building charges.

Preparation and Signing of the Lease

The real estate agent coordinates the lease preparation with the landlord and will be present throughout the process.

Before signing, the agent will help explain important terms, including:

• The agreed rent.
• The security deposit.
• The rental period.
• The payment dates.
• The responsibilities of the landlord and tenant.
• The condition in which the apartment must be returned.
• Any special conditions agreed.

The agent’s role is to make the process understandable, confirm that the commercial terms are correctly recorded, and help protect the new tenant’s interests until the lease and keys are received.

For complex legal, immigration, or tax matters, the tenant may also need advice from a lawyer or an accountant.

Payments to the Landlord and Key Handover

At the signing appointment, the tenant will normally complete the payments agreed with the landlord, which may include:

• The first monthly rent.
• The security deposit.
• Any other amount clearly stated in the lease.

The tenant should receive proof of every payment.

The keys should be delivered only after the lease has been signed and the agreed payments have been completed. The tenant should also receive a copy of the signed lease and a clear record of the number of keys handed over.

The Electronic Rental Declaration in Greece

The landlord is responsible for submitting the rental information electronically through the Greek taxauthority’ss property rental system.

The declaration contains information about the landlord, tenant, property, monthly rent, and duration of the rental. A Greek tax identification number, known as an AFM, is generally required for the electronic rental declaration.

After the landlord submits the declaration, the tenant receives a notification through myAADE and has 30 days to accept or reject it electronically.

If the tenant takes no action within this period, the declaration is considered accepted.

The tenant should carefully check that the electronic declaration correctly states:

• The property address.
• The monthly rent.
• The starting and ending dates.
• Thelandlord’ss details.
• Thetenant’ss details.

Urban Keys can explain this stage and inform international tenants about the practical documents they may need, regardless of their country of origin.

Understanding the Security Deposit

The security deposit is an amount paid to the landlord at the beginning of the rental.

Its purpose is to protect the landlord in case of:

• Unpaid rent.
• Unpaid bills or building charges.
• Missing furniture or equipment.
• Damage beyond normal use.
• Failure to return all the keys.

The amount of the deposit and the conditions for its return should be clearly written in the lease.

Is the Security Deposit the LastMonth’ss Rent?

No. The security deposit is not automatically the finalmonth’ss rent.

The tenant should not stop paying rent during the final month and assume that the landlord will use the deposit instead.

However, the deposit may be applied to the finalmonth’ss rent if:

1. The apartment is returned in the agreed condition.
2. All bills and other obligations have been paid.
3. The landlord agrees to the arrangement.
4. The agreement is confirmed in writing.

This written agreement can be included in the original lease or made later before the tenant leaves the property.

Without written approval from the landlord, the tenant should continue paying the rent normally and request the return of the deposit after the final inspection and key handover.

Protecting Your Security Deposit with Photographs

On the day you receive the apartment, take detailed photographs and videos before moving your personal belongings inside.

Photograph:

• Every room.
• Walls, floors and ceilings.
• Doors and windows.
• Kitchen cupboards and work surfaces.
• Bathroom fixtures.
• Furniture.
• Electrical appliances.
• Existing scratches, marks or damage.
• Electricity, water or gas meter readings.
• Every key received.

Make sure the original date and time information is preserved.

Keep the photographs and videos in a secure digital folder until the tenancy has ended and the deposit has been returned. It is also advisable to send a copy to the landlord or the real estate agency shortly after moving in.

A written inventory and condition report signed by both parties provides even stronger evidence.

What to Do Before Moving Out

Before returning the apartment:

• Remove all personal belongings.
• Clean the property.
• Repair any damage for which you are responsible.
• Please pay the outstanding rent, bills, and building charges.
• Take new photographs and videos.
• Record the final meter readings.
• Arrange a final inspection with the landlord.
• Return every key.
• Ask for written confirmation of the property handover.

The move-in and move-out photographs can then be compared. This makes it easier to distinguish existing damage and normal wear from damage that occurred during the tenancy.

Any deduction from the deposit should be explained clearly. When no outstanding amount or damage exists, the deposit should be returned in accordance with the conditions agreed in the lease.

Support After the Rental Is Completed

The assistance of a professional agency should not end without basic practical guidance.

After the keys have been handed over, the tenant may need information about:

• Electricity, water and gas accounts.
• Internet installation.
• Building service charges.
• Building regulations.
• Waste disposal and recycling.
• Heating and hot-water systems.
• Contact details for the landlord or property manager.
• Reporting repairs or technical problems.
• The electronic rental declaration.
• Documents that may be required for local administrative procedures.

The exact requirements may depend on thetenant’ss nationality, residence status and personal circumstances.

A professional agency can explain the next practical steps and direct the tenant to the appropriate lawyer, accountant, utility provider or public authority when specialist assistance is required.

A Clear and Safe Rental Experience in Athens

Renting a home in Athens should not be confusing.

Through a registered real estate agency, the prospective tenant receives a documented process:

1. Initial communication and identification.
2. Property viewing with an agent.
3. Signing of the Property Viewing and Brokerage Instruction.
4. Written agreement on the rental terms.
5. Preparation and explanation of the lease.
6. Secure payment of the agreed agency fee.
7. Signing of the lease and payment of thelandlord’ss agreed amounts.
8. Handover of the apartment and keys.
9. Electronic rental declaration and tenant acceptance.
10. Practical information for living in the property.

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At Urban Keys Real Estate Athens, our goal is not simply to show you an apartment.

Our goal is to help you understand every stage of the process, communicate clearly with the landlord and complete your rental with proper documentation, secure payments and professional support.

Important notice: This article provides general practical information and does not replace personalized legal, tax or immigration advice. Every financial term, including the security deposit, agency fee and payment schedule, should be confirmed in writing before signing.