Renting out an apartment in Greece while living abroad means organising two things: the tenancy and the work that continues after the tenant moves in. A local keyholder helps with access, but you also need clear decisions about repairs, payment records and communication. This guide focuses on long-term apartment letting, with practical examples for owners in Athens.
Start with the apartment's current situation
| Your situation | First useful action | What to prepare |
|---|---|---|
| Empty and ready to let | Agree who prepares the listing, answers enquiries and attends viewings. | Current photos, availability, keys and known running costs. |
| Empty but needs work | Arrange an inspection and a written scope before advertising a move-in date. | Known defects, access arrangements and the amount you can approve for preparation. |
| Already rented | Plan a management handover around the existing tenancy. | Agreement, payment record, open maintenance issues and the tenant's established contact route. |
| Managed by a relative or another provider | Agree the handover date and responsibilities before changing contact details. | Current service agreement, keys, supplier details and outstanding decisions. |
For an empty apartment, follow the Athens tenant-finding checklist. For an occupied one, start with the handover below; you do not need to restart a tenant search simply to discuss management.
Who should handle each part?
Separate the work from the authority to carry it out. A management agreement should describe the tasks you commission. Ask the appropriate professional what separate authority or documents are required for a particular signature, filing or transaction.
| Role | Tasks to discuss | Boundary to make clear |
|---|---|---|
| Owner | Approve the service scope, rent proposals, expenditure rules and major decisions. | Which decisions always come back to you? |
| Property manager | Tenant communication, agreed inspections, repair coordination and owner updates. | What is included, what costs extra, and what requires approval? |
| Accountant | Lease declarations, rental-income reporting and the records required for your circumstances. | Who submits each filing and confirms completion? |
| Lawyer or notary, as appropriate | Contract questions, representation, required authority and any dispute. | Which professional is instructed for the specific matter? |
AADE's long-term letting guidance identifies lease declarations and rental-income reporting as owner obligations. Living abroad does not remove the need to arrange them. Ask your accountant which Greek and residence-country reporting requirements apply to you; do not assume a manager files taxes unless that service has been agreed.
A practical handover checklist for an overseas owner
- Identify the apartment. Record its area, size, present condition and whether it is occupied. In an initial enquiry, a neighbourhood and broad description are enough; save sensitive documents for an agreed secure process.
- Record access. List who holds each set of keys and how access is arranged. Holding keys is not permission to enter an occupied home whenever convenient.
- Summarise the tenancy. Identify the agreement, expected payments, amounts received and issues still awaiting action. Keep a disagreement or missing record visible instead of treating it as resolved.
- Set expenditure rules. Agree an approval process for routine work, an emergency contact route and how quotes, invoices and completion evidence will be shared.
- Confirm communication. Choose the owner contact, tenant contact, language and method for updates. Agree how urgent issues differ from routine reporting.
- Confirm the start. State the handover date, work included, fees and any tasks remaining with you or the previous provider.
Use the management handover planner to organise your own answers. Completing a checklist prepares a discussion; it does not itself transfer authority or start a service agreement.
How should repairs work when you cannot visit?
A useful process is: report the issue → establish what is needed → obtain the required approval → arrange the work → record completion and cost. Agree how the process changes for urgent problems before one happens.
For example, a tenant reports a leak. Your contact records the location and available information, agrees access, and follows the agreed escalation process. You need to know who can approve a call-out, whether further work needs another quote, and what you will receive afterwards. This is a sample workflow, not a promise of a response time or a repair price.
What should you see in a monthly owner update?
| Item | What it should let you check |
|---|---|
| Rent due and received | The period covered, amount expected, actual receipt and any balance. |
| Fees and approved costs | Management fees and third-party work shown separately, with supporting records. |
| Maintenance | What was reported, approved, completed or left open. |
| Next decisions | The action needed, who is responsible and whether your approval is pending. |
Ask to see a reporting example before appointing a provider. A gross rent figure alone does not explain the apartment's cash position. See the rent records guide for the payment side of an existing tenancy.
Compare management proposals by scope
Ask each provider the same questions so that a lower headline fee does not hide a different service:
- Is finding a tenant included or a separate assignment?
- Which tenant messages, inspections and contractor visits are covered?
- How are third-party costs and coordination fees approved?
- What happens when the apartment is empty or rent is late?
- What reporting do you receive, and how can you retrieve the records?
- How does the agreement end, and what is handed back?
If you are switching providers, check the current agreement and outstanding work before arranging a replacement. A new management assignment does not automatically settle unpaid rent, end a tenancy or remove an existing contract obligation.
Request help with your Athens apartment
mamaXO works with owners on long-term apartment letting and management in Athens. Tell us the neighbourhood, whether the apartment is empty or rented, when you need help and which tasks you want to hand over. We can discuss the property's fit, the proposed scope and fees before you decide.
Use the enquiry on this page or compare service scope and fees. If your immediate question is about taxes rather than daily management, the owning property in Greece guide is the more relevant starting point.
