In this article
Why the file matters so much
A landlord letting a home in Luxembourg is making a long-term decision. Leases often run for years, rent is high, and ending a lease is legally difficult for a landlord. The file is the landlord's only way to judge whether the rent will be paid and the home looked after. Since August 2024, the deposit is capped at two months' rent, which makes the file even more important to landlords than before: it is their main protection. Our guide to security deposits explains the cap.
The standard documents
Most landlords and agencies ask for a similar set:
- Identity document: passport or national identity card.
- Employment contract or a signed job offer, showing the salary, the start date and whether the contract is permanent.
- Recent payslips, usually the last three.
- Proof of address or residence registration, if you already live in Luxembourg.
- A reference from a previous landlord, if you have one.
- Bank details for the rent payments and the deposit arrangement.
Put them in a single PDF, in that order, with a short cover note. An agent who receives one well-organised file will forward it to the owner quickly. An agent who receives six photos of documents over three messages may not.
The cover note
A short note of five or six lines, in English or French, makes a real difference. It should say:
- who you are and where you work;
- when you would like to move in and for how long you expect to stay;
- how many people will live in the home;
- whether you have pets or smoke;
- that the documents are attached and that you are available for questions.
Keep it factual. Landlords are not looking for a biography; they are looking for reasons to say yes.
If you have just arrived
The classic newcomer problem is simple: you have a Luxembourg job but no Luxembourg payslips yet, no Luxembourg address and no local rental history. There are good ways around it.
An employer letter
Ask your employer for a letter confirming your position, salary, start date and that you are past or within the trial period. Many HR departments have a standard template for new arrivals. It carries weight with landlords.
Payslips from your previous job
Payslips and a reference from your previous employer show a history of stable income, even if in another country.
A bank guarantee instead of a cash deposit
If you have opened a Luxembourg bank account, your bank can issue a rental guarantee. It shows the landlord that the deposit is secured. Our guide to opening a bank account explains the timing.
Start with a furnished room or studio
If the file is the obstacle, a furnished room or studio for your first months lets you build a Luxembourg history: payslips, an address and a landlord reference. Our guide to furnished versus unfurnished rentals explains why many people start this way.
State help exists. If the deposit itself is the difficulty, the State's rental guarantee aid can guarantee it to the landlord while you save it over three years. See our guide to State help for tenants.
If you are self-employed or between jobs
Payslips assume an employee. If you run your own business, are a partner in a firm, or are between contracts, adapt the file rather than leaving a gap:
- Recent tax assessments or accounts showing your income over the last one or two years.
- A letter from your accountant or a bank statement pattern showing regular income into your account.
- A signed client contract or engagement letter if you have just started a new mandate.
- A larger deposit or several months of rent in advance, offered proactively, can reassure a landlord where the income picture is less standard; only agree to a deposit within the two-month legal cap, and treat any request for advance rent beyond what the lease allows with caution.
Being upfront about your situation in the cover note, with a clear explanation of how the rent will be paid, works better than submitting a thin file and hoping it is not noticed.
Couples, flatmates and guarantors
- Couples usually provide both partners' documents. If only one partner works, say so clearly and show the income that supports the rent.
- Flatmates applying for a shared flat each provide their own documents, because under the 2024 colocation rules they are jointly liable for the rent. See our guide to colocation.
- Guarantors are sometimes accepted, for example a parent guaranteeing a student's rent. The landlord will then ask for the guarantor's documents too.
What you should not hand over
Protect yourself. You should never be asked for, and should not provide:
- your bank login details or card PIN;
- payment before you have seen the home or received a lease to read;
- a copy of your passport to an unverified person who has not shown you the home or proven they represent the owner.
Documents about your income and identity are normal; money and passwords before a viewing are not. Our guide to rental scams explains the patterns to watch for.
A related point: some sensitive details, such as health information or questions unrelated to paying rent, have no place in a rental file. If a question makes you uncomfortable, ask why it is needed.
Timing: when to send the file
- Before the viewing, if the listing or agent asks for it. Some agents only organise viewings for applicants who have sent a file.
- The same day as the viewing, at the latest, if you like the home. A message that evening saying "I would like to proceed; my file is attached" is often decisive.
- Follow up once, politely, after two working days if you have heard nothing.
After the file is accepted
Once your application is accepted, the next steps are the lease, the deposit arrangement and the entry inventory. Read the lease before signing. Our guides to the état des lieux, rental charges and agency fees explain what to check at each step.
Our take
A good file does not replace a good home, but it decides who gets it. Prepare it once, keep it up to date, and send it the day you see a place you like. For newcomers, an employer letter and a clear cover note often do more than any payslip.
When you apply for one of our homes at Aura Properties, we tell you exactly what the owner needs and help you present it. See what is available now or contact us.
Sources
This article explains the general framework of Luxembourg residential lease law and is not a substitute for legal advice on your individual contract. For official procedures and current forms, consult guichet.lu or your commune.
