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Our Letting & Property Management Process

Renting out a property successfully requires more than finding a tenant.

At PMA Amsterdam, we manage the process from preparing the property and determining the correct rental position to marketing, tenant selection, check-in and — when you choose a management package — the ongoing management of the tenancy.

Our approach is simple:

Prepare properly.
Position correctly.
Select carefully.
Manage professionally.

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1. Preparing your property for the rental market

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Furnishing & styling advice

The way a property is presented can make a significant difference to its marketability.

We review the furnishing, layout and presentation of your property and advise on what may be needed before it goes onto the market.

We know what professional and international tenants typically look for and help you focus on improvements that genuinely add value.

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Energy Label

A valid Energy Label is generally required when a residential property is rented out, and the tenant must receive a copy of the valid label. The label class must also be shown in the rental advertisement where the Energy Label obligation applies. (Rijksoverheid)

If your property does not yet have a valid label, PMA Vastgoeddiensten can help arrange this.

Within PMA, Tikan Spakler works as an Energy Label inspector, WWS specialist and sustainability specialist.

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WWS assessment & rental segment

Before determining the rental price, we establish the rental position of the property.

For new tenancies starting in 2026, an independent residential property generally qualifies for the free sector when it has 187 WWS points or more and the initial basic rent is higher than €1,228.07 per month. Properties with 186 points or fewer fall within the regulated social or mid-rental sector for new contracts. (Rijksoverheid)

PMA Amsterdam has a strong focus on quality residential property and free-sector letting. We therefore prefer to determine the WWS position before marketing starts.

Where required, PMA Vastgoeddiensten can arrange a documented WWS assessment.

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Professional photography

First impressions matter.

Once the property is ready, we arrange professional photography to present the home at its best.

Good photographs should create interest while still giving prospective tenants a realistic impression of the property.

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Property description

PMA prepares a professional rental description tailored to the property and intended target group.

For Amsterdam properties aimed at international tenants, the presentation is written in clear English and includes the essential rental information candidates need before applying.

 

. Bringing the property to the market

Online advertising

We market suitable properties through a combination of relevant rental channels.

Depending on the property, this can include:

• Pararius and associated platforms;

• PMA's own website and network;

• relocation agencies;

• international and expat networks;

• professional contacts;

• and our existing candidate database.

The objective is not simply maximum exposure.

It is the right exposure to the right audience.

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Generating suitable candidates

PMA has built an extensive network within Amsterdam's international rental market.

We work with expats, international professionals, relocation contacts and candidates already actively looking for quality accommodation.

Interest is first assessed against the objective criteria applicable to the property.

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3. Viewings & tenant selection

Private viewings

For residential rentals, PMA prefers controlled, personal viewings rather than overcrowded open houses.

Depending on demand, we organise individual appointments or structured viewing blocks.

This gives us time to present the property properly and understand the candidate's situation.

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Candidate assessment

Finding a tenant is not based purely on personal preference or first impression.

PMA uses a transparent and objective tenant-selection procedure.

Dutch landlords and letting agents who publicly offer residential property must make their selection procedure clear, use non-discriminatory criteria and be able to explain to unsuccessful candidates why another tenant was selected. (Volkshuisvesting Nederland)

Relevant criteria may include:

• financial suitability;

• household composition;

• preferred starting date;

• completeness of documentation;

• and other objective requirements directly related to the tenancy.

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Screening

Once a suitable candidate has been identified, we verify the information supplied.

Depending on the applicant, this can include income documentation, employment or business information, identity verification and previous rental information.

The aim is to provide the owner with a well-documented and properly screened candidate.

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4. Preparing the tenancy

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The appropriate rental agreement

Once the tenant has been selected, PMA prepares the rental documentation.

We use agreements and General Provisions prepared in cooperation with AMS Advocaten in Amsterdam.

The correct agreement depends on the circumstances.

Since 1 July 2024, an indefinite rental agreement is the standard in the Netherlands. Fixed-term agreements may only be used in legally defined situations. Diplomatic-clause/tussenhuur arrangements and letting under the Vacancy Act remain possible where their specific requirements are met. (Rijksoverheid)

We therefore do not automatically select “Model A, B, C or D”. We first establish which legal structure actually fits the owner's situation.

 

Pre-entry property inspection

Before the tenant moves in, we check whether the property is ready for occupation.

If maintenance or practical issues need to be resolved, PMA can coordinate these before check-in.

This helps create a professional start to the tenancy.

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Inventory & condition report

For furnished and semi-furnished properties, we prepare an inventory and condition record.

Where appropriate, this includes:

• furniture and contents;

• photographs;

• condition of rooms and surfaces;

• existing defects;

• appliances;

• keys;

• and meter readings.

This creates a clear reference point for both landlord and tenant.

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Check-in

On the check-in date, PMA welcomes the tenant and coordinates the handover.

We can:

• explain the property;

• record meter readings;

• review the condition report;

• confirm the inventory;

• register the keys handed over;

• and answer practical questions about the tenancy.

From that moment, clients with a PMA management package move into our ongoing management process.

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Ongoing Property Management | Peace of Mind

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The following services apply where included in the agreed PMA management package.

Property management agreement

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Before management starts, PMA and the owner enter into a clear management agreement.

This sets out the agreed services, responsibilities, authorisations and financial arrangements.

You remain the owner.

PMA becomes your local management partner.

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Key holding

PMA can securely hold a management set of property keys.

This allows us to coordinate authorised access for inspections, maintenance and contractors without requiring the owner to be present.

Access to an occupied property is always handled with due regard for the tenant's rights and the applicable arrangements.

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One point of contact

PMA acts as the central point of contact between:

owner → tenant → contractor → PMA

This is particularly valuable for owners who live abroad.

Instead of multiple people contacting you directly, day-to-day issues can be coordinated through one local management team.

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Tenant relationship

We believe good property management is ultimately about people.

Our aim is to maintain a professional, respectful and responsive relationship with tenants while representing the owner's interests.

Good communication often prevents small issues from becoming larger ones.

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Rent monitoring & financial management

Where included in the package, PMA monitors rent payments and follows up if a payment is late.

We can also coordinate relevant property-related financial administration and provide the owner with an overview through the agreed reporting system.

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Utility support

Where required, PMA can assist owners and tenants with the practical process around utility suppliers and relevant registrations.

Responsibility for the contracts themselves depends on the tenancy arrangement.

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Online reporting

Owners can access relevant property-management information through our digital management environment.

This helps keep communication, maintenance requests and property information organised in one place.

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PMA Property Management App

PMA uses Arthur Online as part of its property-management workflow.

Tenants, owners and PMA can use the system to help keep communication and maintenance cases organised and traceable.

This allows us to see what has been reported, what action is being taken and what still needs to be completed.

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Emergency coordination

For managed properties, PMA provides an emergency contact route for genuine urgent situations.

Typical emergencies include:

serious water leakage or flooding, fire-related incidents, break-in/burglary or situations presenting an immediate risk to the property or occupants.

Non-urgent maintenance is handled through the normal management process.

The first objective in an emergency is:

make the situation safe → limit further damage → coordinate the appropriate response → inform the owner.

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Technical management & maintenance

Tenants can report maintenance issues through the PMA management process.

We assess the issue and coordinate the appropriate contractor where required.

Depending on the agreed management mandate and cost, PMA may either proceed within the agreed authority or first request approval from the owner.

We also keep the maintenance history linked to the property.

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VvE access and coordination

For apartment owners, maintenance may sometimes need to be carried out by or on behalf of the Vereniging van Eigenaars (VvE).

Where included in the management arrangement, PMA can help coordinate access to the apartment when the VvE or its contractor needs to carry out authorised works.

This is particularly useful when the owner lives abroad.

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Annual rent and tenancy review

PMA monitors relevant review moments during the tenancy.

This can include:

• annual rent adjustments;

• contract dates;

• service-cost matters;

• maintenance requirements;

• and changes affecting the rental position.

For indefinite agreements there is not normally a simple “lease expiry”. Where a legally valid fixed end date applies, PMA monitors the relevant notice and review deadlines.

 

Preparing for the end of the tenancy

Pre-check-out inspection

Where timing allows, PMA arranges a pre-check-out inspection before the tenant leaves.

This gives the tenant an opportunity to understand what is expected before the final handover.

We review matters such as:

• condition;

• cleaning;

• alterations;

• inventory;

• visible damage;

• and any items that may still need to be corrected.

The check-in report provides the reference point.

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Preparing for re-letting

If the owner wants to rent the property out again, PMA does not automatically repeat the previous rental strategy.

We first review the property.

This can include:

WWS → Energy Label → condition → maintenance → rental price → presentation → target tenant

Where possible, preparations for the next letting begin before the current tenancy has fully ended, helping to reduce unnecessary vacancy.

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Check-out

On the final handover date, PMA carries out the check-out process.

This can include:

• final condition inspection;

• comparison with the check-in report;

• inventory review;

• cleanliness;

• meter readings;

• return of keys;

• and documentation of relevant damage or outstanding matters.

Normal wear and tear is distinguished from damage for which the tenant may be responsible.

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The PMA rental cycle

I would finish this Wix page with one strong visual line:

PROPERTY INTAKE
↓
WWS & ENERGY LABEL
↓
PREPARATION & PRESENTATION
↓
ONLINE MARKETING
↓
VIEWINGS
↓
SCREENING & TENANT SELECTION
↓
RENTAL AGREEMENT
↓
CHECK-IN
↓
PROPERTY MANAGEMENT
↓
CHECK-OUT
↓
REVIEW & RE-LETTING

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One property. One file. One team.

From the first property assessment to the next tenancy, PMA keeps the process connected.

Martin and the PMA Amsterdam team coordinate the letting and management.
PMA Vastgoeddiensten supports the technical and rental-position side where required.

Call +31 (0)20 225 10 14
Email martin@pma-amsterdam.nl

PMA Amsterdam
Professional letting. Local property management. Peace of mind.

One important change from the old text: I would remove “more than 142 points” everywhere on the website. For a new 2026 free-sector tenancy, the relevant threshold is 187 WWS points plus an initial basic rent above €1,228.07. (Rijksoverheid)

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