Creating a Strong Rental Application File in Geneva (Dossier de Location).
Villa Dufour, 9A Rue de Contamines. Built in 1844 for General Dufour, a key figure in the creation of the Swiss army and the formation of the Swiss Confederation.
If you’ve read my previous articles, we’ve already covered the key players in the Geneva real estate market, how to define your search criteria, and where to look. Now, let’s talk about the all-important rental application, or as we say in French “dossier de location”.
Whether you’re working with an agent or searching solo, a well-prepared rental application can make or break your chances of securing a property. It’s worth investing time and effort to get this right - it’s not that hard once you know what is required.
A rental application usually consists of five essential elements, with an optional sixth - a motivation letter. Believe me, that letter can sometimes work magic.
Required Documents for Individuals Rental Applications in Geneva :
☐ 1. Application Form
☐ 2. Copy of Passport
☐ 3. Copy of Residency Permits (for non-Swiss passport holders)
☐ 4. Last Three Payslips
☐ 5. Certificate of No Debt Collection
☐ 6. (Optional) Motivation Letter
Required Documents for Company Rental Applications in Geneva :
☐ 1. Application Form
☐ 2. Balance Sheets or Profit and Loss Statements (last three years)
☐ 3. Extract from the Commercial Register
☐ 4. Passport Copy of Signatory/ies
☐ 5. Residency Permit of Signatory/ies
☐ 6. Certificate of No Debt Collection for the company
☐ 7. Certificate of No Debt Collection for the signatory/ies
Now, let’s break it all down and find out what you need to know about these elements.
Key Documents Needed for Rental Applications in Geneva Explained
1. Application Form (Formulaire d’inscription)
Each régie has its own form, which you can typically find online. Just search on Google for the régie’s name followed by “formulaire demande de location” (e.g., “Practical Geneva formulaire demande de location”). I’ll post a guide soon on how to fill these out, as they’re not always intuitive.
2. Copy of Passport (passeport_yourname)
Include passports for everyone who will live in the property, children included.
3. Copy of Residency Permits (permis_yourname)
This applies to non-Swiss passport holders.
If you’ve only just arrived in Geneva and don’t yet have your permit, ask your employer for a confirmation letter from the canton of Geneva, which they should have received if they have already applied for it. Otherwise, attach a letter from your employer stating that they are handling your permit application.
4. Last Three Payslips (fiches de salaire)
Include the last three payslips for every individual whose income will be used to meet the financial requirements for the rental application. If multiple people (e.g., a couple) are applying together and both incomes are being considered, provide payslips for each person. However, if only one person’s income is being used and they are the sole applicant on the lease, only their payslips are required.
The golden rule here is crucial:
👉 Your gross monthly rent (including charges) should not exceed 30% of your gross monthly income (combined gross income for couples).
For example:
Monthly gross (net rent + charges) : CHF 5,350
Minimum monthly gross income required: CHF 17,850*
*Note: Bonuses are typically not included when calculating your gross income.
If you’re starting a new job and don’t have Swiss payslips yet, include your work contract (contrat de travail) instead. The contract must clearly state your start date, job title, and salary.
5. Certificate of No Debt Collection (attestation de non-poursuite)
This is a certificate confirming you have no debt collection proceedings against you. It’s only relevant if you’ve lived in Switzerland before or for at least a few months.
If you’re new to Switzerland, you don’t need one - but still, it is best to order the certificate in case the régie insists. You can request it online or by post. Check Geneva canton website for instructions and fees (CHF 18.-) : https://www.ge.ch/poursuites/demander-extrait-du-registre-poursuites.
Note : The document must be no older than three months when you submit it.
6. Motivation Letter (lettre de motivation)
While optional, a motivation letter can set you apart from other applicants. Think of it as your chance to show the landlord why you’ll be a great tenant. Keep it concise, friendly, and clear. Are you a stable family? Relocating for work? Looking to settle down long-term? Highlight these points.
Final Touches
• Scan Everything: If you can’t find a way to scan, use apps like Adobe Scan to create PDFs.
• Label Files: Name your files logically, preferably in French (as noted in the checklist).
• Print Copies: Bring physical copies to property visits.
• Submit Quickly: Email your complete file to the property contact as soon as possible after the viewing.
• Follow Up: Don’t just sit and wait after submitting your application. Make sure to email or call the régie or agency right after submitting your file to make sure they’ve received it, then follow up two days later and periodically after that until you get a clear answer. Your goal is to find out: Was your application successful? Do you need to try again? Are there areas for improvement?
Pro Tip: If your application is refused, don’t focus on finding out why. You may get an answer, but it’s unlikely to be the whole truth. Instead, focus on strengthening your next application.
Wrapping It Up
This guide covers the basics, but everyone’s situation is different. If your application doesn’t check all the boxes they’re looking for, it’s likely to be set aside. This is where getting advice from a specialist estate agent or relocation agent can be invaluable. They know exactly what needs to be done to maximize your chances.
• Do you have the 5 key elements in place? Perfect. Then, write your motivation letter and you’re ready to go.
• Missing something? Don’t worry. Consider providing an equivalent alternative to demonstrate your reliability and suitability as a tenant.
Remember, there’s always a way to make it work. If your application hasn’t been accepted for the properties you’ve applied for, it’s important to identify areas where you can improve. This will not only save you time but also make your next application experience much smoother and more successful.
Share Your Thoughts
Have any success stories or tips from your own rental application process? Share them below – your experience could help others.
Also, I didn’t want to make this article too long and haven’t gone into explaining the required elements for company applications. Please let me know in the comments if that’s something you’d like me to cover.
Happy house hunting, and see you in the next article !