What does a rental agency cost?

Renting out your property through a rental agent can save you a lot of time and effort. Many tasks are taken off your hands, such as taking professional photos, drafting and publishing the listing on popular rental platforms, organizing viewings, screening potential tenants, drawing up the rental agreement, and handling the key handover. In other words, you are almost completely relieved of all responsibilities. Naturally, this service comes at a cost. However, the fee charged by a rental agent depends on several factors, including the type of property—such as an apartment. In this article, we explain what a rental agent costs, which factors influence the price, and what to pay attention to when selecting the right rental agent.

Introduction

Renting out a property is an attractive way for many private landlords to generate extra income. However, successful renting involves more than just finding a tenant. The entire process can be time-consuming and complex—particularly if you're not familiar with the regulations and administrative work involved. Hiring a rental agent can be the solution. This professional takes care of many tasks, ensuring your property is rented out quickly and hassle-free. In this article, you will learn everything about the costs associated with using a rental agent and discover the advantages this service offers when renting your property.

Costs for mediation

The biggest expense when engaging a rental agent is their mediation fee. The agent acts as an intermediary between landlord and tenant, managing the process of finding and securing a suitable tenant. This one‑off fee, typically called commission, covers the service of finding and placing a tenant. In the Netherlands, most rental agents charge a commission—often equal to one month’s rent excluding VAT. For example, if your property is rented for €1,400 per month, you would pay €1,400 in commission plus 21% VAT, bringing the total to €1,694. Some agents instead offer a fixed fee—say €750 or €995, regardless of rent level. Occasionally, additional services such as marketing or full management may be added, and these can also be billed as part of the commission. Importantly, this fee is paid by the landlord only; since 2015 it is illegal in the Netherlands to charge both landlord and tenant when the landlord is the client.

Management costs

Many rental agents also offer property management in addition to mediation. This is especially useful if you live far away, have limited time, or prefer not to be involved in day-to‑day affairs, including periodic inspections. Full management (both financial and technical) typically costs between 5% and 10% of the monthly rent, usually excluding VAT. With a rent of €1,400 per month, this amounts to €70 to €140 per month (excluding VAT). Note that technical management may involve additional charges for service or maintenance, depending on your agreement with the agent. Purely financial management tends to come at a lower rate, often around 3% to 5% of the monthly rent.

Variable cost components

When renting out a property, various variable costs may arise—such as advertising, arranging viewings, and drafting the lease. Most agents bundle these into the mediation fee, typically equal to a month’s rent (excluding VAT), which also covers tenant finding. However, some may charge separate administration or contract fees for drafting the lease agreement. Since many agencies operate with transparent pricing, as a landlord you usually know in advance what to expect, avoiding surprises. Outsourcing these tasks to a rental agent ensures that your property is presented professionally and that the rental process runs smoothly.

Advertising costs

A strong online presentation is vital to reach potential tenants and increase the chances of successful rental. Advertising your property on rental platforms involves costs that vary by platform and ad duration. Some agents include these in their service, while others bill them separately. Through collaboration with a rental agent, your property typically appears on multiple popular platforms, instantly increasing visibility and attracting a larger pool of prospective tenants. Professional listings with quality photos and clear descriptions help your property stand out and rent faster.

Additional fees

Beyond mediation and management, there may be extra charges, which are not always clearly stated on an agent’s website. It’s wise to read the fine print or request a detailed quote. Additional costs may include tenant screening (ID checks, credit reports, employment verification), contract drafting (€75–150), move‑in or exit inspections (€100–200), and professional photography or video (especially for luxury or expat rentals). Placement fees on specific platforms, costs for repairs or maintenance during the tenancy, and late‑payment recovery (such as involving a bailiff) may also apply. Confirm whether the agent offers an all‑in package or treats these services as optional extras.

Benefits of a rental agent

Working with a rental agent offers many advantages. They handle administrative work—scheduling viewings, screening tenants, and drafting the contract. Agents stay current with legal changes, so you as a landlord avoid legal pitfalls. They also help set a market‑correct rent, ensuring you maximize rental income. Their expertise reduces the risk of vacancy and problematic tenants, giving you peace of mind and stable returns.

More affordable options?

Absolutely. For example, Extate Housing offers free mediation and full property management for a monthly fee of just 6% (for instance €84 excl. VAT), saving you around €1,736 annually compared to typical market rates. With this option, you still benefit from reduced vacancy and more reliable rent collection. If you only need mediation and not management, they charge a one‑off fee of 65% of the monthly rent—or 85% if the rent exceeds €1,500.

Requesting quotes: what to look for

When comparing quotes from different agents, focus on the services included and how fees are structured. Ask how commission is calculated and whether administration or contract fees are included. Ensure the agent has experience renting properties in your area and understands the local market. It’s advisable to choose an agent affiliated with a professional association and with a solid reputation. By comparing different offers, you get a clearer picture of value for money and can make an informed decision on renting your property.

Services provided by Extate Housing

Their mediation package includes arranging photography, creating and publishing ads on multiple platforms (including Pararius, huurwoningen.nl, social media), planning and conducting viewings, screening candidates, introducing suitable tenant candidates to you, verifying documents (ID, contract, payslips, bank statements, employment proof), drafting the lease, arranging key handover, and performing an initial inspection with 500–1,500 photos. As the intermediary, they handle the entire process—even stepping in if you don’t find a tenant.

Their financial management includes invoicing and collecting rent (usually paid to the owner by the 5th working day of each month), preparing monthly statements, monitoring payments and arrears, sending reminders or collection notices if needed, managing the security deposit, annual rent indexing, and preparing utility reconciliations.

Their technical management covers periodic inspections (first after 3 months), start and end inspections, handling tenant complaints or emergencies, coordinating maintenance and repairs (under €100 handled directly; above €100 only after your approval), key management, notifying tenants of planned works, reviewing completed repairs and invoices, processing lease terminations, and supervising the rented property.

What to consider when choosing a rental agent

Not all agents are the same. It’s important to understand how an agent mediates between landlord and tenant, and which responsibilities you hand over. Rates may vary, but so do service levels, legal expertise, tenant networks, and platform reach. Look beyond price. Consider factors such as experience and reputation, marketing reach (including expat or international networks), thorough screening processes, cost transparency, and legal support for matters like late payment or lease termination. A slightly higher fee from a reputable, experienced agent may pay off in reduced vacancy and reliable tenants.

Renting to expats or for short‑stay

If targeting expats or offering short‑term rentals, costs tend to be higher. You might need to choose a rental agent rather than a sales agent. Commissions can be 1.5 times a month’s rent, especially when comprehensive services are provided—like multilingual contracts, international marketing, or corporate partnerships. Short‑stay rentals often use fixed fees per contract duration or a percentage of the total rental period.

Estimated costs summary

Mediation (commission): around one month’s rent (excl. VAT)
Financial management: typically 3–5% of monthly rent
Technical management: typically 4–6% of monthly rent
Full management: combined around 8–10% of monthly rent
Lease drafting: approx. €75–150 (sometimes included)
Inspection at move‑in/out: approx. €100–200
Professional photography: approx. €100–250 (optional)

Conclusion

While hiring a rental agent isn’t free, it offers convenience, saves time, and often results in quicker and better rental outcomes. The total cost varies depending on the services chosen—from a one‑off mediation fee to an ongoing monthly management charge. Prioritize service quality, transparency, and experience, not just price. Choosing a reliable agent who understands your property and target tenants can pay off. Want to maximize your return without the hassle? A good rental agent is often worth the investment. Feel free to contact us—without obligation—to discuss your rental needs. We’d be happy to explain our services, rental process, fees, and offer you a rental price estimate.