What do I need for the initial letting?

Phase 1: Preparation and Marketing

Before your first listing goes online, you need to put together your dossier. The quality of your documents is crucial for the attractiveness of your offer, especially for first-time rentals.

Technical data and plans

Professional floor plans are among the absolutely essential documents for a first-time rental .

• Scale plans: Tenants want to know if their wardrobe will fit in the bedroom. Hand sketches look unprofessional.
• Building description: Especially in new buildings, the building description is a key component of the initial rental documents . It provides information about the standard of finish (e.g., type of parquet flooring, brand of kitchen appliances, smart home functions).
• Energy Performance Certificate (GEAK): More and more tenants are paying attention to utility costs. The cantonal building energy performance certificate (GEAK) should therefore be included in modern documents for first-time rentals to demonstrate energy efficiency.

The calculation basis

Before you start, internal documents for the initial letting must be created:

• Rent calculation: Based on investment costs and local market rates.
• Estimated additional costs: Since no figures from the previous year exist, you must prepare a detailed estimate (advance payment). This calculation belongs in the internal initial letting documents to answer any questions regarding the amount of the advance payments.

Phase 2: The inspection and examination

Now you meet the candidates. At this stage, the initial letting documents serve two purposes: information for the tenant and security for you.

The registration form

The most important document in your portfolio for a first-time rental is the application form. It asks for personal details, employer, income, and the number of people in the household. Have this form ready for the viewing. Without these documents, prospective tenants often forget to apply.

Tenant credit check

To protect your investment, you must request copies of your initial rental documents from the prospective tenant :

• Debt enforcement register extract: An original, no more than 3 months old. This is the most important document for minimizing risk.
• Wage statement/employment contract: To check affordability (rule of thumb: rent max. 1/3 of income).
• Copy of identification: For foreigners, the residence permit is also among the documents required for initial letting .

Phase 3: The conclusion of the contract

You've made your decision. Now the legal documents for the initial letting need to be prepared. Precision is key here.

The lease agreement

Do not use outdated templates. Professional documents for a first-time letting include a current lease agreement (e.g., from the HEV) that reflects the latest legal regulations.

Important documents that must be included with the initial rental contract:

• General Terms and Conditions (GTC): The small print of the contract.
• House rules: Especially in the case of condominium ownership, the house rules must be part of the documents for initial letting so that the tenant knows when quiet hours are or how the laundry room is used.

The official form (mandatory form use)

In cantons with a housing shortage (e.g. Zurich, Zug, Geneva), this is the most critical of all documents for initial letting .

You must inform the tenant of the initial rent on a government-approved form.

• Consequence: If this form is missing from your initial rental documents , the rent is contestable for years to come. The tenant could demand a substantial reduction. Make sure this form is included in your initial rental documents .

Security deposit account (rent deposit)

The administrative documents for a first-time rental include the application for a rent deposit account. The money (maximum 3 months' rent) must never be transferred to your personal account . Provide the tenant with the pre-filled bank form along with the other first-time rental documents .

Phase 4: The handover

The final step. The apartment changes ownership. Here too, proper documentation for first-time rentals protects you from potential problems.

The inauguration protocol

This document is the core of the technical documentation for the initial letting .

• Go through each room one by one.
• Note down every single flaw, no matter how small (even new buildings have scratches!).
• Both parties sign.

The protocol must be included in the dossier of documents for the initial letting , as it proves the condition of the apartment upon move-out.

Operating instructions and inventory list

An often forgotten part of the documents for initial letting :

• Equipment list: Hand over all manuals for oven, tumble dryer, heater, etc.
• Key list: Document precisely how many keys of each type (front door, mailbox, basement) were handed over. This list in the initial rental documents will prevent disputes if an expensive security key is missing upon move-out.

Registration forms and administration

documents for the initial letting often need to be completed, such as the move-in and move-out notifications to the municipality or the electricity company. Prepare these documents for the initial letting to make it easier for the tenant to get started and to ensure that the electricity meter is registered in the correct name from day one.

Conclusion

The question "What do I need for the initial letting?" is answered with: order and completeness. Compiling the documents for an initial letting is time-consuming, but there's no alternative. From floor plans and the credit report to the official form and the handover protocol – every sheet of paper serves a protective function.

Complete documentation for a first-time letting signals professionalism and builds trust with the tenant. Incomplete documentation, on the other hand, opens the door to misunderstandings and legal challenges. Invest the time before your first listing to compile a thorough and comprehensive dossier for your first letting . It's the best insurance for a smooth and profitable tenancy.

If you need support in creating legally compliant dossiers or want to know if your initial letting documents comply with cantonal regulations, Loft offers comprehensive analyses and services to make your start as a landlord perfect.

Glossary

• Official form: A mandatory document in the initial rental agreement in many cantons (e.g., ZH, GE), which states the initial rent to prevent disputes.
• Move-in report: A written document documenting the condition of the apartment upon move-in; one of the most important technical documents for initial letting .
• Debt enforcement register extract: An official document proving the tenant's payment history. It is a mandatory document to be reviewed before signing a lease for a first-time rental.
• Building description: A document that defines the standard of finish (materials, equipment). For new buildings, it is a key part of the informational documents for initial letting .
• Opening a rental deposit account: The bank form for setting up an escrow account for the security deposit. It should be part of the administrative documents for the initial letting at the time of signing the contract.