Apartment search with children: How families can improve their chances

Apartment search with children: the starting point

Families often look for apartments with several rooms, sufficient storage, safe routes, nearby schools and childcare and an affordable rent. These are precisely the apartments that are particularly sought after in cities and well-connected suburban areas.

Having children does not automatically mean having worse chances. From the perspective of landlords and property managers, families may also represent stability, long-term tenancies and reliable use of the apartment. The decisive factors are whether the apartment size, number of occupants, household income and overall impression fit together.

A strong application should quickly answer the property manager’s most important questions:

• Who will move into the apartment?
• Is the apartment suitable for the size of the family?
• Can the rent and service charges be paid reliably?
• Are the documents complete and understandable?
• Why is the family interested in this particular apartment?
• Is a long-term tenancy likely?

Define a realistic search profile

Many unsuccessful applications are not caused by the children, but by the large number of households competing for the same limited selection of apartments. A realistic search profile increases the number of suitable properties and prevents applications for apartments that do not fit the family financially or practically.

Divide your requirements into three groups:

Prepare the application dossier before the viewing

There is often little time after viewing a sought-after rental apartment. Anyone who only begins collecting documents afterwards may lose valuable hours or days. Families should therefore prepare a basic digital dossier that can be adapted for each apartment.

Typical documents in a rental application dossier

The documents should be clearly named, current and easy to read. One well-organised PDF may be more practical than numerous unstructured attachments. Where the property manager requires a particular portal or document order, families should follow those instructions exactly.

01_Application_Form_Smith_Family.pdf
02_Debt_Enforcement_Extract_James_Smith.pdf
03_Debt_Enforcement_Extract_Emma_Smith.pdf
04_Income_Documents_Smith_Family.pdf
05_Cover_Letter_Smith_Family.pdf

Present income and debt enforcement records clearly

The landlord must be able to assess whether the household can afford the rent over the long term. In practice, the frequently used rule of thumb is that housing costs should not exceed approximately one third of household income. However, this rule is not a fixed statutory limit.

Present the combined household income clearly

Where both parents work, the application should clearly show the regular household income available. For self-employment, fixed-term employment, social benefits or fluctuating income, additional explanations or supporting documents may be helpful.

The application should not become unnecessarily complicated. A short summary is often sufficient:

Regular gross household income: CHF [amount] per month
Employment: two permanent employment contracts
Preferred move-in date: [date]
Number of occupants: two adults and two children

Extract from the debt enforcement register

An extract from the debt enforcement register is frequently requested during rental applications as evidence of the applicant’s payment record. It contains debt enforcement proceedings opened within the relevant debt enforcement district during the previous five years.

Anyone who has lived in different debt enforcement districts during the previous five years may need several extracts to provide a complete overview. Families should order the documents early and review them before submitting the application.

Where an extract contains an entry that requires explanation, a brief and factual explanation may be better than hoping the entry will not be noticed. Evidence that a claim was settled, disputed or recorded incorrectly should only be submitted where it is genuinely necessary to understand the situation.

Present the family positively and credibly

Families do not need to justify having children. At the same time, a short and factual cover letter can make the application more personal and explain why the apartment is suitable for the family over the long term.

A good introduction answers the following questions in a few sentences:

• Who belongs to the household?
• Why is the apartment suitable for the family?
• Why are the location or floor plan particularly important?
• Why is the family interested in a long-term tenancy?
• When could the apartment be taken over?

Mention children factually

The number of people moving into the apartment should be stated correctly. The property manager must be able to assess whether the apartment is suitable for the household. Long descriptions of the children’s personalities, health, school performance or hobbies are not required.

Families should neither invent problems nor make unrealistic statements. Claims such as “Our children are always completely quiet” are unlikely to appear credible. A calm and professional description of the actual situation is more convincing.

Prepare references correctly

References can strengthen the positive impression created by an application dossier. Applicants often name their current or previous landlord or their employer. Reference contacts should always be informed in advance.

Tell the reference contact:

• that you are currently applying for apartments,
• which property manager may contact them,
• which information they may confirm,
• which telephone number or email address should be used.

A written reference from the previous landlord may also be helpful. It could confirm, for example, that the rent was paid reliably and that the apartment was treated responsibly.

Respond quickly without being careless

An early application may be advantageous for attractive apartments. Families should activate search alerts, check notifications regularly and organise possible viewing appointments as flexibly as possible.

Before the viewing

• Read the complete listing and check the requirements
• Coordinate working and childcare hours for possible viewings
• Keep the basic application dossier up to date
• Write down any questions about the apartment
• Check the journey and neighbourhood in advance

After the viewing

• Only apply if the apartment is genuinely suitable
• Complete the application form in full
• Adapt the cover letter to the particular apartment
• Submit the requested documents in the correct format
• Observe any confirmation or further instructions

Several enquiries every day will not normally improve the chances of success. A polite follow-up is appropriate when the announced decision period has passed or important documents need to be added.

Expand the search area and property type strategically

Anyone searching exclusively within one popular neighbourhood greatly restricts the available selection. Families can improve their chances by including neighbouring municipalities, other districts and locations with good public transport connections.

The distance in kilometres is not the only relevant factor. An apartment in a neighbouring municipality with a direct train connection may be easier to reach than an apartment within the same city that requires several changes.

Compromises should not come at the expense of basic safety or financial affordability. A slightly more distant location may be reasonable, whereas an unsafe environment or permanently excessive housing costs generally are not.

Consider housing cooperatives and non-profit providers

Housing cooperatives, municipal foundations and other non-profit housing providers may offer attractive apartments for families. However, each provider may apply its own admission conditions.

Possible requirements include:

• Purchase of cooperative shares
• Occupancy requirements based on the number of people
• Income or asset limits
• Residence or employment in a particular municipality
• Waiting lists or fixed application periods
• Willingness to participate in the cooperative

Families should therefore not wait until they urgently need an apartment before gathering information. Memberships, waiting-list registrations and application profiles can be prepared in advance.

Data protection during the rental application

Landlords and property managers may collect data that is objectively suitable and necessary for selecting appropriate tenants. The collection of data must be transparent, purpose-specific and proportionate.

Relevant information may include:

• Name and contact details of the future contractual parties
• Number of people moving into the apartment
• Employment and understandable household income information
• Extract from the debt enforcement register
• Preferred move-in date
• Pets or a planned special use of the apartment

Not every private detail is required for a tenancy agreement. Families should therefore only submit the requested documents and information that are relevant to the application. Particularly sensitive documents should not be sent in advance to unknown or unverified advertisers.

The data of unsuccessful applicants may not be retained indefinitely. Once the tenancy agreement has been concluded, application documents that are no longer required must generally be deleted or destroyed unless there is a specific justification for retaining them. Inclusion on a waiting list requires an appropriate basis or the applicant’s consent.

Step by step to a stronger rental application

1. Define the maximum rent and total housing budget.
2. Define essential requirements and optional preferences.
3. Expand the search area to suitable neighbouring municipalities and public transport routes.
4. Set up search alerts on several suitable channels.
5. Prepare the application form, debt enforcement register extracts and proof of income.
6. Inform reference contacts and check their contact details.
7. Check the apartment, neighbourhood and routes to school before applying.
8. Attend the viewing reliably and punctually.
9. Submit the complete application promptly.
10. Adapt the cover letter to the particular apartment.
11. Respect the decision period and follow up once where appropriate.
12. After a rejection, review the dossier, budget and search profile and continue searching.

Template for a short rental application letter

The letter should be adapted to the particular apartment. All placeholders must be replaced before submission.

Dear Ms/Mr [name],

Thank you for showing us the apartment at [address].

We particularly liked the apartment because of its practical floor
plan, quiet location and proximity to schools and childcare.
We are a family of four with two children and are looking for a
long-term home in the area.

We have a regular household income and have attached the completed
application form and all requested documents.

We would be able to move in from [date]. Please feel free to contact
us if you require any further information or documents.

Kind regards,

[First name and surname]
[Telephone number]
[Email address]

Practical examples from the apartment search

Common mistakes in rental applications

Checklist: Apartment search with children

Frequently asked questions about apartment searches with children