How to prepare a rental file in Switzerland

Mandatory documents

Identity document or passport, copy of residence permit, employment contract or certificate from employer, last three pay slips, extract from the prosecution register (dating less than 3 months). If you have just arrived, a solvency certificate or a criminal record extract from your country of origin can replace the prosecution certificate.

Each document must be readable, up to date and if possible translated into French or German depending on the region. Salary slips in foreign currencies must be accompanied by a conversion into CHF at the current rate.

• • Identity document or passport (double-sided copy)
• • Residence permit or certificate of application submission
• • Signed employment contract or certificate from the employer
• • Last 3 salary slips
• • Extract from the prosecution register (less than 3 months)
• • Application form from the agency duly completed

Recommended documents

Personalized cover letter for the property targeted, references from your former lessor with telephone contact details, letter of recommendation from your employer, professional identity photos. These elements are not mandatory but make a notable difference in a competitive market.

A household civil liability insurance certificate (household liability insurance) also reassures the lessor of your seriousness. Some authorities also ask for a copy of your last tax declaration or a bank statement attesting to your financial capacity.

• • Personalized cover letter
• • References from the former lessor with contact details
• • Letter of recommendation from employer
• • Household liability insurance certificate
• • Copy of the last tax return (if requested)

The debt register extract

This document, issued by the Debt Collection Office in your municipality of residence, certifies that you have no debts or pending lawsuits. It is required by all authorities without exception and is often the first document checked.

Its cost varies from CHF 17 to CHF 30 depending on the canton and it is valid for approximately 3 months. Order it as soon as you register with the municipality, ideally online via the website of your cantonal prosecution office. The delivery time is 3 to 10 working days.

For new arrivals who are not yet registered in a municipality, an equivalent document from the country of origin can be accepted: extract from criminal record, bank solvency certificate or certificate of non-indebtedness translated and apostilled.

The cover letter

A well-written letter humanizes your application and sets you apart from dozens of other applications. Mention your stable professional situation, the reason for your move to Switzerland, the expected duration of your stay and why this accommodation interests you specifically. Keep it concise (half a page maximum) and professional.

Adapt the letter to each application: mention the exact address of the property, what you liked about the ad and how you plan to maintain the accommodation. The authorities appreciate careful, non-smoking and noise-free tenants - mention this if this is your case.

Formatting the file

Present your file in a clean binder or structured PDF with a cover page, summary and dividers for each section. The recommended order: cover page with your full contact details, cover letter, identity documents, employment contract, salary slips, extract from proceedings, references.

A well-presented file inspires confidence and demonstrates your seriousness. Avoid illegible photocopies, crossed out documents and loose pages. If you send a PDF, name it clearly (“Location_file_NAME_Firstname.pdf”) and limit its size to 10 MB maximum.

• • Cover page with photo, name, contact details
• • Summary with page numbers
• • Documents classified by category with dividers
• • All numbered pages
• • Structured PDF format if sent electronically
• • Maximum recommended size: 10 MB

Le ratio rent / revenu

The rule applied by almost all Swiss agencies is simple: the gross rent (including charges) must not exceed a third of your gross monthly income. This calculation is carried out systematically and an unfavorable ratio leads to automatic rejection in many authorities.

If your salary alone is not enough, several solutions exist: a guarantor (often the employer), a co-signatory of the lease, or a certificate from the employer confirming a housing allowance. For couples, the two incomes are generally added together.