Frau Weber had done everything right. The apartment was renovated, the listing was professional, the viewing was well attended. Then she chose the wrong tenant.

The young man made a likeable impression. Well-groomed appearance, firm handshake, charming in conversation. He talked about his new position as a project manager at an IT firm. He liked the apartment right away and wanted to move in as soon as possible.

Frau Weber was relieved. After two months of vacancy, she wanted the apartment rented out at last. She skipped the debt enforcement extract ("he seems trustworthy"), did not call any references ("that just takes time"), and signed the lease that same evening.

Four months later, the first rent was unpaid. After six months came reminders, then conciliation proceedings. Twelve months and CHF 18'000 in lost rent later, the apartment was finally vacated. The renovation costs for damaged walls and a ruined kitchen floor amounted to another CHF 8'500.

This story is not an isolated case. It shows why tenant selection is the most important decision you regularly make as a landlord. A good tenant pays on time, takes care of the apartment, and ideally stays for years. A bad tenant can cost you five-figure amounts and months of stress.

Step 1: The Application Form

Everything begins with a structured application form. Anyone interested in your apartment fills out this form at the viewing or digitally. It is your first screening instrument.

What the Form Should Include

Personal details: Name, date of birth, nationality, residence status (for foreigners, the permit category)
Current living situation: Address, name of current landlord, length of tenancy, reason for moving
Employment situation: Employer, position, employment type (permanent/temporary/self-employed), income
Household size: Number of people who will move in, including children and their ages
Pets: Type and number
Debt enforcement: Are there open or recently completed debt enforcement proceedings?
Consent: To obtain a debt enforcement extract and to contact the current landlord

Important: The form must not contain discriminatory questions. Questions about religion, political views, family planning, or sexual orientation are not permissible. Stay factual and limit yourself to tenancy-relevant information.

Step 2: Obtain the Debt Enforcement Extract

The debt enforcement extract is the most important document in tenant screening. It shows whether enforcement proceedings have been initiated against the person in the last five years.

How It Works

You can obtain the debt enforcement extract in two ways:

The applicant obtains it themselves: This is the standard approach. The applicant orders a debt enforcement register extract from the relevant debt enforcement office (at their place of residence). Cost: CHF 17 at the counter, CHF 14.50 online. The extract should be no more than three months old.
You obtain it with consent: With written authorisation, you can obtain the extract yourself. This is more efficient when dealing with multiple applicants.

What You See in the Debt Enforcement Extract

Open enforcement proceedings: Proceedings are currently underway. This is a strong warning sign.
Loss certificates: Enforcement cases where the creditor received a loss certificate because the debtor could not pay. The most serious warning sign.
No entries: No enforcement proceedings in the last five years. Ideal, but not a guarantee on its own.

How to Interpret the Extract

A single entry from four years ago does not necessarily have to be a deal-breaker. There are people who ran into financial difficulties through a divorce or illness and have long since recovered. Ask if something stands out.

Multiple entries or recently opened enforcement proceedings, however, are a clear signal. Do not hope for improvement in these cases.

Step 3: References from the Current Landlord

A brief phone call with the current landlord can reveal more than any document. The current landlord knows the actual rental behaviour.

The Right Questions to Ask

Has the tenant always paid the rent on time?
Have there been complaints from neighbours?
What condition is the apartment in?
Would you take this tenant again?
What is the reason for moving out?

Caution with References

There are two pitfalls:

The overly positive landlord: Sometimes a landlord wants to get rid of a problem tenant and therefore gives excessively good references. Watch out for answers that are too smooth and ask specifically about concrete situations.

No reference available: If the applicant is renting their own apartment for the first time (e.g. after university), there is no previous landlord. In this case, other criteria gain importance, such as creditworthiness and employer.

Step 4: The Personal Impression

The viewing is not only there to show the apartment. It is also your moment to assess the applicants.

What to Look For

Punctuality: Does the applicant arrive on time for the viewing? Someone who forgets the appointment or arrives 20 minutes late will not always be punctual with rent payments either.

Questions about the property: Is the applicant genuinely interested in the apartment? Do they ask about ancillary costs, the laundry room, the neighbourhood? Or do they just want to sign quickly and leave?

Communication: Is the applicant open and honest? Or do they dodge questions, becoming nervous on topics like income or previous living situation?

Gut feeling: It sounds unscientific, but after a hundred viewings, you develop an instinct. Do not ignore your gut feeling, but never rely on it exclusively. The data (debt enforcement extract, salary statement) must check out.

Individual or Mass Viewings?

With high demand, mass viewings are efficient. You show the apartment once and reach twenty interested parties. The downside: you have barely any time for personal contact.

A good solution is a two-stage process: first an open viewing for all interested parties, then individual appointments with the three to five most promising applicants. This saves time while still giving you a personal impression.

Step 5: Salary Statement and the 30% Rule

The salary statement confirms what the applicant stated in the application form. Request the last three pay slips or the current employment contract.

The 30% Rule

A proven rule of thumb: the gross rent (including ancillary costs) should be no more than 30% of net household income.

Example calculation:

Metric	Value
Gross rent incl. ancillary costs	CHF 1'800 / month
Annual rental costs	CHF 21'600
Required net income (30%)	CHF 72'000 / year
Monthly	CHF 6'000

An applicant with CHF 5'500 net income would be just under the threshold at CHF 1'800 rent. That does not automatically mean a rejection, but you should look more closely: does the person have other financial obligations? Alimony payments? Lease payments?

Special Cases

Dual earners: For couples, the combined income counts. Request pay slips from both.
Self-employed: The last two to three annual accounts or tax returns are more meaningful than individual invoices.
Students: Often no income of their own. In this case, a joint liability guarantee from the parents can make sense.
Retirees: AHV statement and any pension fund income as proof of earnings.

Step 6: Recognising Red Flags

Some warning signs are obvious, others subtle. Here is a list to run through with every application:

Hard red flags (immediate rejection):

Multiple enforcement proceedings or loss certificates in the debt enforcement extract
Forged or manipulated documents (this happens and is a criminal offence)
No consent to the debt enforcement extract or references
The applicant pushes extremely hard for a quick commitment and refuses to provide documents

Soft red flags (look more closely):

Frequent moves in a short time (a new address every one to two years)
The current landlord is unreachable or refuses to give information
The details in the application form do not match the documents
The applicant has no questions about the apartment, the neighbourhood, or the ancillary costs
The rent significantly exceeds 35% of income

Step 7: Communicating Rejections Properly

You will need to reject applicants. That is part of the process. Do it professionally and promptly.

Legal Boundaries

Swiss tenancy law does not require a reason for rejection. You do not have to explain why you chose a different applicant. However, you may not reject for discriminatory reasons (origin, gender, religion).

How to Formulate a Rejection

A brief, factual message suffices:

Dear [Name], thank you for your interest in the apartment at [address]. We received numerous applications and have decided on a different applicant. We wish you every success in your continued search.

Avoid stating specific reasons. Phrases like "your income was too low" or "your debt enforcement extract was not clean" can lead to unpleasant discussions or even legal disputes.

Timing

Reject no later than two weeks after the viewing. Applicants who wait weeks for a response are rightly frustrated. A prompt rejection is more respectful than endless silence.

More on the legal framework can be found in the article Swiss tenancy law for landlords.

Step 8: Drafting the Lease Correctly

You have found the ideal tenant. Now comes the contract. In Switzerland, there is no obligation to conclude a written lease. Nevertheless, a verbal contract is negligent. Use a standard contract, for example the template from the Swiss Homeowners' Association (HEV) or the Tenants' Association (MV).

Key Contract Components

Rent and ancillary costs: Clearly separate net rent and ancillary costs. For ancillary costs, an advance payment arrangement with annual accounting is recommended over a flat rate. This way, you are not left bearing the cost if heating prices rise.

Lease start and notice period: The standard in Switzerland is three months' notice to a customary local termination date (varies by canton, typically end of March, June, September, December).

Deposit (Mietkaution): You may require up to three months' rent as a deposit. This must be held in a blocked account at a bank. The interest belongs to the tenant.

House rules: As an appendix to the contract. Covers laundry room schedules, quiet hours, pet regulations, and similar matters.

Apartment handover protocol: Not part of the contract but absolutely necessary. Document the condition of the apartment at move-in with photos and a protocol. This protects you at move-out from disputes about pre-existing defects.

Checklist: Tenant Selection at a Glance

Here is the entire process again as a checklist:

Strategies to avoid vacancy from the outset can be found in the article avoiding vacancy.

What Frau Weber Does Differently Today

Frau Weber learned from her expensive mistake. For her second letting, she invested two hours in reviewing the applications. She obtained debt enforcement extracts, called the current landlord, and checked the income ratios.

Her new tenant, a retired couple, has been living in the apartment for three years. The rent arrives on the 25th of every month. There have been no complaints. The apartment is in better condition than at the handover.

Two hours of effort that saved Frau Weber CHF 26'500.

Frequently Asked Questions

Am I allowed to request a debt enforcement extract as a landlord?

Yes. In Switzerland, it is common and legally permissible to request a debt enforcement extract from prospective tenants. You need the applicant's written consent. The cost is typically borne by the applicant. The extract should be no more than three months old for the application.

What do I do if all applicants have good documentation?

That is the most comfortable situation. Choose the applicant who best fits the apartment and the neighbourhood. Consider the expected length of stay (someone with a stable job and local roots is more likely to stay longer), household size relative to apartment size, and your personal impression.

How do I handle applicants who do not have a Swiss salary statement?

Foreign employees with a valid residence permit often have a Swiss employment contract and can provide Swiss pay slips. For expats with foreign employers, the employment contract, bank statements, and an increased rental deposit can serve as alternatives. For asylum seekers with a permit, the municipality or an aid organisation often pays the rent directly.

Can I terminate the lease retroactively if the tenant turns out to be problematic?

Swiss tenancy law strongly protects tenants. An ordinary termination is possible with three months' notice to a customary local date, but must be objectively justified. An extraordinary termination (immediate or with 30 days' notice) is only possible for serious contract violations, such as payment arrears after a formal warning with threat of termination. The process is strictly regulated and can take months. All the more reason for careful selection before signing the lease.

Tenant Selection: How to Find Reliable Tenants