Apartment application in Switzerland: 5 documents property managers expect

The viewing lasts ten minutes, twenty other people are waiting in the stairwell – and by evening the property management already has the first complete files on its desk. An apartment application that includes every required document from the start gives you a real head start in Zurich, Basel, Geneva or Lucerne.

In spring, when many people look for a new home ahead of the moving dates at the end of March, June or September, it pays to prepare your file before the right listing appears. These are the five documents Swiss property managers almost always ask for.

Why a complete apartment application matters

Property managers and private landlords mainly want to know two things: will the rent be paid reliably, and will this person fit into the building? For popular flats, dozens of applications arrive within days. Incomplete files are often not even looked at, because there are enough complete ones.

A good application is therefore less about fine words and more about order: every document up to date, easy to read and in the sequence the property management expects. Prepare the set carefully once and you can reuse it for every further application.

1. Fill in the application form completely

Almost every property management has its own form for prospective tenants. It is handed out at the viewing, linked as a PDF in the listing or sent by email. It usually asks for personal details, your current address and landlord, employer and income, number of occupants, pets, musical instruments and your preferred move-in date.

Complete every field – if something does not apply, write "none" rather than leaving it blank. If several adults are moving in, the details and signatures of all tenants are usually needed. Answer honestly: keeping quiet about a pet, for example, can cause trouble with the property management later on.

2. Order the debt enforcement register extract

In Switzerland, the debt enforcement register extract (Betreibungsauszug) is the key document of any application. According to ch.ch, landlords often ask for it as proof that you pay your bills. It lists enforcement proceedings from the last five years – but only in the district where you order it. If you have moved in that time, order an extract from each previous place of residence for a complete picture.

You can order it online or at the counter of the debt enforcement office, with a copy of your ID. There is a fee, according to ch.ch usually 17 francs plus postage. Because it comes by post and takes a few days, order it as soon as you start looking and renew it as it gets older – many property managers want a recent document.

3. Include payslips or your employment contract

The property management wants to see that the rent suits your income. A widespread rule of thumb says gross rent should not exceed roughly a third of income – it is not binding, and each property management decides for itself.

• Employees: your most recent payslips or a confirmation from your employer.
• New job: the signed employment contract showing salary and start date.
• Self-employed: for example your latest tax assessment or a confirmation from your accountant.
• Students and apprentices: a guarantee or joint liability from your parents, if the property management accepts it.

You may black out details that are irrelevant to the tenancy, but your income itself should remain readable.

4. Copy your ID or residence permit

A legible copy of your passport or identity card belongs in every file. If you are not a Swiss citizen, add your residence permit, such as a B or C permit. Check that it is valid – an expired permit raises unnecessary questions.

Think about the rent deposit too: according to ch.ch, it is only owed if the lease says so, and for flats it is limited to three months' rent. Before you accept, make sure you have the amount available or choose an alternative – see our guide on rent deposit insurance versus a blocked account.

5. References and a good impression

References from your current property management show that you pay on time and are a considerate neighbour. Give names and phone numbers, and ask the people beforehand whether they are happy to be contacted. A second reference, for instance from your employer, can round things off.

At the viewing, first impressions count: be on time, greet people, wipe your shoes and introduce yourself briefly. Questions about the laundry room, house rules or service charges show genuine interest. The Federal Office for Housing's brochure Living in Switzerland explains what house rules, quiet hours and laundry room schedules mean in everyday life – useful reading before you go.

Common apartment application mistakes

• Ordering too late: the debt extract comes by post – ordering it after the viewing costs you days.
• Only one extract despite moving: it only covers your current district, so earlier addresses are missing.
• Incomplete form: blank fields and missing signatures from co-tenants often lead to rejection.
• Outdated documents: old payslips or an expired permit look careless.

Once you have the flat, the planning begins: our Swiss moving checklist takes you from giving notice to handover, and when you move in you record defects in the move-in report.

Priority Clean editorial teamOur cleaning team from Alberswil, Canton of Lucerne, shares hands-on experience from move-out, house, office and window cleaning across Central and Northwestern Switzerland.