Documents you need to rent out your apartment

Good preparation is half the job

Before you publish your listing online and start looking for tenants, gather all the relevant information about your property. This mainly includes the key property details: living space in square metres, number of rooms, year of construction, as well as information about renovations or modernisations. An up-to-date floor plan is also helpful, as many prospective tenants place great importance on a clear room layout.

You should also think about which rules apply in your rental property and document them in house rules (for example, how the laundry room can be used or whether pets are allowed). Clear information creates transparency and helps avoid misunderstandings later on.

An energy certificate is not generally required when renting out a property in Switzerland, although cantonal regulations may vary depending on the situation.

Documents for a convincing listing

To advertise your apartment successfully, you mainly need one thing: complete and attractive information.

High-quality, bright photos are essential. Show all the important rooms, such as the living room, bedroom, kitchen and bathroom (don't forget the balcony, terrace or garden). A strong first impression can significantly increase demand.

You should also provide a floor plan so interested tenants can understand the layout of the apartment. In addition, a rental brochure with all the relevant details and key facts as a PDF can be useful for anyone who wants to download the information. As a general rule: the more transparent your communication, the more likely you are to attract suitable applicants.

You can find more tips in our article Tips for a successful property listing.

Documents for the viewing

Once the first interested tenants get in touch, it’s time to show them the apartment. You should also have a few documents ready that they can take home with them.

• The most important one is a clear property fact sheet with all the key information: floor plan, contact details, rent, additional costs, availability, living space, number of rooms, as well as special features such as a balcony, lift or parking space – essentially a printed version of your online listing. Many prospective tenants appreciate being able to take the information with them and review it later.
   
• An application form or tenant self-disclosure form is also essential, giving interested tenants the opportunity to apply directly. Alternatively, you can provide a QR code linking to an online application form.
   
• If there are house rules or specific regulations, you should also have these available. Clear information about quiet hours, laundry room usage or pet policies helps build trust and prevents misunderstandings later on.

You’ll appear especially professional if you prepare the documents as a neatly designed property brochure and hand them out directly after the viewing.

These documents are needed when signing the lease

Once you’ve chosen a tenant, it’s time for the formal part of the rental process. By now, all contractual documents should be complete and correctly prepared.

• The foundation is the lease agreement. This document covers all the key points: rent, additional costs, notice periods, minimum rental term, deposit, as well as the rights and obligations of both parties. It’s recommended to use an up-to-date and legally compliant template (for example, from the Swiss Homeowners Association). This helps ensure all legal requirements are met. In addition to the lease agreement, the tenant must also receive a copy of the house rules.
   
• The rental deposit is equally important. In Switzerland, it may not exceed three months’ rent. It is usually paid into a blocked bank account in the tenant’s name. This protects both sides: you have security for outstanding claims, while the tenant knows the money cannot be freely accessed.
   
• Don’t forget the handover report. This document records the condition of the apartment when the keys are handed over and later serves as a reference in case of any damage. Carefully document all rooms and ideally add photos. Both parties should sign the report.
   
• Depending on the situation, additional agreements may also be useful – for example regarding a parking space, garden use or specific renovation arrangements. The important thing is: anything agreed individually should always be documented in writing.
   
• And if you rent out your apartment furnished, you’ll also need an inventory list.

These documents are needed during the tenancy

Administrative work doesn’t end once the contract is signed. There are also documents you may need to use correctly during the tenancy itself.

• Official forms are particularly important for rent adjustments. If you want to increase the rent, you cannot simply notify the tenant by letter. In Switzerland, you must use the officially required cantonal form. The increase must be justified – for example due to changes in the reference interest rate, inflation or value-adding investments – and delivered within the required notice period. Without the official form, a rent increase is invalid.
   
• Termination rules are equally strict. As a landlord, you cannot terminate a lease informally. Notice must be given using the officially approved form for the relevant canton. Clear deadlines and notice periods also apply, either as defined in the lease agreement or by law.
   
• Another important topic is the service charge statement. If additional costs are paid on account, you must provide a transparent statement at least once a year. For this, you’ll need all receipts, a clear cost breakdown and the agreed allocation key. It’s important to only charge costs that were explicitly agreed in the lease agreement.
   
• Careful documentation of renovations or refurbishments is also worthwhile in the long term. Keep all invoices – especially for value-adding investments. Only with proper documentation can future rent adjustments be justified correctly.
   
• If problems arise during the tenancy (for example repeated noise disturbances or late payments), you should always respond in writing. Warnings must be clearly worded and documented so they can serve as the basis for further legal action if necessary.