Applying for a flat: documents, debt collection extract and data protection

• The property manager's application form, filled in completely and legibly.
• A recent debt collection register extract, usually no older than three months, for every person who will sign the lease.
• Proof of income, for example your last three payslips, your employment contract or, if you are self-employed, your latest tax assessment.
• A copy of your passport, ID card or residence permit. Some property managers only ask for it once you are on the shortlist.
• Proof of personal liability insurance, if requested.
• A short cover letter: who is moving in, why this flat and from when.

The extract is issued by the debt collection office at your current place of residence. You can order it at the counter, by mail or online, for example via EasyGov or your canton's portal. It costs around 20 francs and usually arrives within a few days.

The extract lists debt collection proceedings from the last five years, but only those within that office's district. If you have moved in recent years, some landlords also ask for an extract from your previous place of residence.

If you have paid a debt, ask the creditor to withdraw the proceedings. The office no longer discloses withdrawn proceedings to third parties (Art. 8a para. 3 DEBA). If proceedings are unjustified and you filed an objection (Rechtsvorschlag), you can apply to have them left off the extract once three months have passed since the payment order was served. This only works if the creditor has done nothing in the meantime to have the objection set aside.

Under Art. 6 of the Federal Act on Data Protection (FADP), a landlord may only process the data needed to choose a tenant and for the lease itself. The Federal Data Protection and Information Commissioner (FDPIC) has published guidelines on this.

For example, the landlord may ask about:

• Your name, address, date of birth and contact details
• How many people will move in, and any pets
• Your occupation, employer and income
• Debt collection proceedings against you
• Musical instruments or any special use of the flat

The landlord may not ask about matters unrelated to the tenancy, for example:

• Religion, political views or health
• Pregnancy or family planning
• Membership of the tenants' association
• Your AHV number (Swiss social security number)
• Criminal convictions. Asking for a criminal record extract is generally disproportionate.

Once the flat has been let, the landlord must destroy or return the documents of unsuccessful applicants. References from your previous landlord may only be obtained with your consent.

1. Check the address first

   Noise, public transport, taxes and building data can all be checked before the viewing. The address analysis shows everything in about 30 seconds.

2. Work out what you can afford

   Your gross rent, including service charges, should be no more than a third of your net income. Many property managers calculate along similar lines. The affordability calculator shows your ratio.

3. Have your dossier ready

   All documents in one PDF, a recent debt collection extract and the application form already filled in.

4. Ask questions at the viewing

   About the previous rent, service charges, heating and planned renovations. Make a note of the flat's condition.

5. Apply quickly

   Ideally on the same day, by email to the property manager, with a short cover letter.

• A debt collection extract that is more than three months old.
• Missing details on flatmates who will also sign the lease.
• Incomplete forms. Many property managers weed these out first.
• Concealing debt collection proceedings instead of briefly explaining them.
• Handing in originals instead of copies.