Switzerland: templates and forms

For private persons in Switzerland who received a letter from a collection agency (agenzia d’incasso), in Italian: contests the claim in whole or part, reports it paid or pleads limitation, refuses collection fees and a flat “damage for delay” that were never agreed, and asks for a breakdown with documents. If a payment order (precetto esecutivo) from the debt collection office follows, object within ten days. Send it by registered post and keep a copy.

For people who want to know what data a company, association or federal office holds on them, in Italian: requests access under Art. 25 FADP (the revised Data Protection Act, in force since 1 September 2023) — Swiss law, not the GDPR. The answer is free as a rule and due within 30 days (Art. 18 DPO). Cantonal and municipal authorities fall under cantonal data protection law. Send it by registered post or e-mail.

For buyers in Switzerland whose goods are faulty: gives notice of the defect (Mängelrüge) under Art. 201 CO as soon as it is found and demands, with a deadline, repair under the guarantee, a fault-free replacement (Art. 206 CO), a price reduction or rescission (Art. 205 CO). Claims are time-barred two years after delivery (Art. 210 CO). Swiss law has no right to return faultless online purchases. Send it registered. Swiss authorities and courts work in their official language — German, French or Italian — so this English version is for dealings between private parties.

For parents in Switzerland whose child travels without them or with only one parent: the declaration by which the parents with parental authority consent to the trip and authorise a companion, giving the child, the travel document, destination, dates, purpose and the parents' phone numbers, as the Federal Department of Foreign Affairs (FDFA) recommends. Where parental authority is joint, both sign (Art. 296 and 301 of the Civil Code, CC). With room for certified signatures if the destination asks for it. Swiss authorities and courts work in their official language — German, French or Italian — so this English version is for dealings between private parties.

For people in Switzerland who authorise someone for one precisely described matter, in Italian: collecting a parcel or documents, deregistering a vehicle, voting at a meeting, attending a flat handover (Art. 32 ff. CO). With an end date, without land or acts needing a public deed; settlements and gifts only if expressly described (Art. 396 para. 3 CO). Sign it and give it to the person you appoint.

A resignation letter in Italian for employees in Switzerland, for example in Ticino: ends the employment with the contractual or statutory notice period (Art. 335c CO), or during probation with seven days or the period agreed in writing (Art. 335b CO), on the date you choose or else the next possible date. It asks for confirmation, a work certificate, the final pay with the salary certificate, and settles remaining holiday. The Code of Obligations requires no form, though contracts and collective agreements often do: print, sign, and send it registered or hand it over against a receipt.

For main tenants in Switzerland who sublet a room in their shared flat (WG, colocation): the agreement with the room and shared areas, the rent and the service charges listed one by one (Art. 257a of the Code of Obligations, CO), the deposit in the subtenant's name (Art. 257e CO), the landlord's consent (Art. 262 CO) and notice of two weeks for a furnished room or three months otherwise. It states that the sublease depends on the main lease (Art. 273b CO). Both sides sign. Swiss authorities and courts work in their official language — German, French or Italian — so this English version is for dealings between private parties.

For private people in Switzerland selling or buying a used car who deal in English: records the car, its master number (Stammnummer), mileage, price and payment, handover only against the full price, the seller's assurances on accidents and mileage, and the exclusion of warranty within its legal limits (Art. 199 and 100 CO). The plates stay with the seller; the buyer registers the car with the canton's road traffic office. Print two copies, both sign, with a receipt. Swiss authorities and courts work in their official language — German, French or Italian — so this English version is for dealings between private parties.

For people working or who worked in Switzerland, in Italian: asks the employer for a full reference, an interim reference or a confirmation limited to the kind and length of the job (Art. 330a of the Code of Obligations, CO), or for the correction of an inaccurate or incomplete one, with the current wording, the wording wanted and a deadline. A reference can be asked for at any time, also while still employed. Print, sign and send by registered post.

For customers in Switzerland, in Italian: cancels a mobile, internet, TV or landline contract at the end of the minimum term, with the contractual notice period, because of an announced price or contract change, or for good cause, and asks for written confirmation and how to return equipment. Notice periods and minimum terms come from the contract and terms, not from a statute. Send it by registered post; in a dispute the telecom conciliation body ombudscom can step in.

For creditors in Switzerland, private persons and businesses, who deal with the debtor in English: asks the debtor one last time to pay a due claim by a date, states the reason, the amount, the account and 5 % default interest (Art. 104 CO), and otherwise announces debt enforcement (Betreibung, poursuite, esecuzione). You then file the request on the debt collection office's form or through EasyGov.swiss, in the office's language; this letter does not replace it. Send it by registered post and keep a copy. Swiss authorities and courts work in their official language — German, French or Italian — so this English version is for dealings between private parties.

For hosts in Switzerland inviting family, friends or business contacts from a country that needs a visa, in Italian: confirms to the Swiss embassy or consulate the invitation, both sides' details, the stay, its purpose, accommodation and who pays — as the State Secretariat for Migration (SEM) recommends; the SEM also offers a free leaflet with a model. The guarantee declaration (dichiarazione di garanzia) is an official form the embassy hands out; this letter does not replace it. Swiss authorities work in their official language, so the letter is in Italian. Sign it and send it to your guest.

For employees in Switzerland, in Ticino for instance, whose employer owes them wages, overtime or pay during illness, in Italian: a written demand for payment listing the amounts, with the total, a deadline and the account. Overtime with the 25% supplement (Art. 321c para. 3 CO), pay during illness on your canton's scale (Art. 324a CO), 5% default interest and a written pay statement (Art. 323b CO). Items left blank are dropped. Send it by registered post; the conciliation that may follow is free of court costs up to CHF 30'000.00.

For employees in Switzerland who have been given notice and consider it abusive: the written objection (Einsprache) under Art. 336b CO, which must reach the employer before the notice period ends, or the compensation of up to six months' wages (Art. 336a CO) is lost. With your reasons if you wish to give them, an offer to continue the employment and, if you do not yet have them, a request for the written reasons (Art. 335 para. 2 CO). Print, sign and send by registered post. Swiss authorities and courts work in their official language — German, French or Italian — so this English version is for dealings between private parties.

For members and subscribers in Switzerland: cancels a gym membership or other subscription at the end of its term, with the contractual notice period, because of a price increase, or for good cause such as illness, pregnancy or a move; it objects to any tacit renewal and asks for prepaid fees back pro rata. Consumer organisations offer free or members' model letters. Send it by registered post. Swiss authorities and courts work in their official language — German, French or Italian — so this English version is for dealings between private parties.

For customers in Switzerland: cancels a mobile, internet, TV or landline contract at the end of the minimum term, with the contractual notice period, because of an announced price or contract change, or for good cause, and asks for written confirmation and how to return equipment. The periods come from the contract and the provider's terms, not from a statute. Send it by registered post; ombudscom mediates disputes. Swiss authorities and courts work in their official language — German, French or Italian — so this English version is for dealings between private parties.

For employers and employees in Switzerland who want to end the employment by mutual agreement (Aufhebungsvereinbarung): the end date, at whose wish, work or release from work until then, pay, holiday and overtime, any severance payment, the concessions on each side, the reference, return of property, the non-compete and the settlement of claims within Art. 341 CO. The consequences for unemployment insurance are stated. Two signed copies. Swiss authorities and courts work in their official language — German, French or Italian — so this English version is for dealings between private parties.

For anyone who wants to know what data a company, an association or a federal office holds on them: requests access under Art. 25 of the Federal Act on Data Protection (FADP, in force since 1 September 2023) — Swiss law, not the GDPR. The answer is free as a rule and due within 30 days (Art. 18 DPO). Cantonal and municipal authorities fall under cantonal law. Send it by registered post or e-mail. Swiss authorities and courts work in their official language — German, French or Italian — so this English version is for dealings between private parties.

For creditors in Switzerland, private persons and businesses, in Italian: asks the debtor one last time to pay a due claim by a date, states the reason, the amount, the account and 5 % default interest (Art. 104 CO), and otherwise announces the request for enforcement (domanda d’esecuzione). You then file that request with the debt collection office, on its form, through www.sportellodelleesecuzioni.ch or EasyGov.swiss; this letter does not replace it. Send it by registered post and keep a copy.

For private people in Switzerland selling or buying a used car, in Italian: records the car, its master number (numero di matricola), mileage, price and payment, handover only against the full price, the seller's assurances on accidents and mileage, and the exclusion of warranty within its legal limits (Art. 199 and 100 CO). The plates stay with the seller; the buyer registers the car with the road traffic office of their canton. Print two copies, both sign, with a receipt for the price.

For private persons in Switzerland lending each other money — family, friends or acquaintances — in English: records the amount, the payout, interest (or none), repayment in one sum, in monthly instalments or within six weeks of being asked (Art. 318 CO) and what happens on default, with a separate signed receipt. The Consumer Credit Act does not apply while neither party lends as a business and no crowdlending platform arranges the loan (Art. 2 CCA). Print two copies and have both parties sign. Swiss authorities and courts work in their official language — German, French or Italian — so this English version is for dealings between private parties.

For parents in Switzerland whose child travels without them or with only one parent, in Italian: the declaration by which the parents with parental authority consent to the trip and authorise a companion, giving the child, the travel document, destination, dates, purpose and the parents' phone numbers, as the Federal Department of Foreign Affairs (FDFA) recommends. Where parental authority is joint, both sign (Art. 296 and 301 of the Civil Code, CC). With room for certified signatures if the destination asks for it. Print, sign and give it to the child with copies of the parents' ID.

For couples living together in Switzerland without being married: the agreement on property and inventory, the sharing of household costs, the flat, loans and gifts, and the settlement on separation. It also says what a cohabitation agreement (Konkubinatsvertrag) cannot do: it does not make the partner an heir (that needs a handwritten will, Art. 505 CC), pension fund benefits follow the fund's regulations (Art. 20a BVG), and parental authority and child maintenance are settled elsewhere. With an inventory annex. Swiss authorities and courts work in their official language — German, French or Italian — so this English version is for dealings between private parties.

For employees in Switzerland who have been given notice, ordinary or with immediate effect: the written request that the employer state the reasons in writing (Art. 335 para. 2 CO; for an immediate termination, Art. 337 para. 1 CO), with a deadline for the answer. The request does not accept the dismissal and reserves the objection for abuse, which must reach the employer before the notice period ends. Print, sign and send by registered post. Swiss authorities and courts work in their official language — German, French or Italian — so this English version is for dealings between private parties.