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AI agents in real estate: renting, managing, evidence

Apartment hunting and property management consist of many recurring steps. AI agents take them over on both sides: for seekers and for property managers. Tenancy law sets clear limits.

, Founder, Innopulse Consulting GmbH
Published

Key points

  • Agents apply for apartments, book viewings and handle tenant inquiries.
  • Property managers deploy agents for repair orders; amounts and tradespeople belong in the mandate.
  • For terminations and contracts with form requirements, the signature stays with the person.

Starting point

Apartment seekers have agents find suitable offers, submit applications and arrange viewings. Property managers deploy agents to answer tenant inquiries, record damage reports and commission tradespeople. On both sides, personal data and money move, and some actions require a particular form under tenancy law.

Typical scenarios

  • Application: a seeker's agent submits application documents and discloses only the details the property manager requires.
  • Viewing: the agent books and reschedules viewing appointments.
  • Repair order: a property manager's agent commissions a tradesperson up to an amount after a damage report.
  • Tenant inquiries: the agent answers questions about service charges, house rules or appointments.

What must be verified

For seekers' agents, property managers verify whether a mandate exists and which details are released. For their own agents, they define in the mandate which tradespeople are approved and up to which amount orders may be placed. Tradespeople, in turn, can verify the mandate before accepting an order instead of relying on an email.

In Switzerland, the Code of Obligations governs tenancy, in Germany the BGB. Certain actions require a form: terminating residential premises requires written form in Switzerland and, by the landlord, an official form; in Germany, written form under Section 568 BGB. An agent can prepare such actions but does not replace a person's handwritten signature or qualified electronic signature. Application documents often contain sensitive details subject to data protection.

First steps in 30 days

  1. Week 1: define the actions seekers' agents and your own agents may carry out.
  2. Week 2: transfer approved tradespeople and amounts for repair orders into mandates.
  3. Week 3: set up a gateway that checks orders against the mandate before they are placed.
  4. Week 4: keep receipts and inform tradespeople how they can verify mandates.

Typical mistakes

  • Applications contain more documents than required, such as complete bank statements.
  • Repair orders are placed by email without verifiable evidence, opening the door to fraud.
  • Terminations are sent by the agent although the form requires a signature.

Frequently asked questions

May an AI agent apply for an apartment for me?

If you authorize it and the property manager accepts applications through agents. The mandate defines which details it may disclose.

Can an agent terminate a lease?

It can prepare the termination. Because tenancy law requires written form for terminating residential premises, a person's handwritten or qualified signature is needed.

May property managers' agents commission tradespeople?

Within a mandate with approved tradespeople and amounts. Higher amounts go to a responsible person.

How does a tradesperson check that an order is genuine?

From the property manager's mandate, which they verify with its public key. This also protects against forged orders by email.

What does KYA verify in real estate?

Mandate, binding to the agent, scope and, where present, decision and receipt. KYA does not verify leases themselves.

May agents send rent increases?

Rent increases are subject to special form requirements in Switzerland and Germany. An agent can prepare them; they are sent in the prescribed form.

How do I handle many applications by agents?

Require proof that the application is made on behalf of a real person, and limit the disclosed details to what is necessary.

May agents coordinate viewings for several prospects?

Yes, as the property manager's agent. The data protection rules apply to the prospects' details.

General information, not legal advice. The statutes and the circumstances of each case are decisive.

Sources

  1. Obligationenrecht (OR), Mietrecht Art. 253 ff.: https://www.fedlex.admin.ch/eli/cc/27/317_321_377/de#art_253
  2. BGB, § 568 (Form der Kündigung): https://www.gesetze-im-internet.de/bgb/__568.html