Your Application for Student Accommodation: What You Need To Know

Written by: Helene Ausserwöger, 19.02.2026

Student accommodations are the first stop for many when they move out from home and begin their studies in a new city. They are usually affordable, conveniently located, and make the transition into student life especially easy. For exactly this reason, places in student residences are really popular and those who apply too late often miss out. This is why submitting an early and well-prepared application for a student accommodation is essential.

To help you secure a place in a student accommodation, we show you which requirements you need to meet, which documents are required, which deadlines you should definitely keep an eye on, and how the application process works step by step. This way, you’ll be well prepared and increase your chances of a successful application to the student accommodation of your choice.

Table of Contents: 

Requirements for applying to a Student Accommodation

The requirements for applying to a student accommodation are often more relaxed than you might expect. In most cases, you don’t need to have everything sorted out yet. Many dorms know that around graduation, the start of your studies, or moving to a new city, things are still changing and so they tend to be quite flexible.

At STUWO student residences, you can even apply without being officially enrolled yet. For example, if you’re about to start a program that requires a high school diploma or university entrance qualification. You’re also welcome if you’ve already finished your studies and are just starting your career or working on developing a start-up. Often, you only need proof of enrollment when you move in and not when you apply.

In general, student dorms are open to many people:

  • Students at universities and universities of applied sciences
  • Erasmus and exchange students who are only in the city for one or two semesters
  • Exceptions usually apply to HTL, HAK, or HASCH students (under 18 with parental consent)

Most student dorms don’t have an upper age limit, though the exact rules can vary from place to place. If you’re unsure, it’s always a good idea to check the website or just ask.

What Documents Do I Need to apply to a Student Accommodation?

You don’t need much to apply for student accommodation, but it’s still a good idea to have the most important documents ready early on. The exact paperwork required depends on the individual student residence, but the basics are pretty much the same everywhere:

  • A copy of an official photo ID (e.g. passport or ID card)
  • Proof of enrollment or confirmation of your studies
  • Your high school diploma or an equivalent qualification
  • Confirmation for Erasmus or exchange programs, if you’re moving in as an exchange student

For many student accommodations, it’s enough to complete the application online even if you don’t have all the documents yet. Missing paperwork can often be submitted later. But by the time you move into the student accommodation, all required documents must be complete.

Which Deadlines at Student Accommodations do I have to meet?

Even though student accommodations often seem more flexible than other types of housing, deadlines still play an important role. Knowing them and acting early not only saves you stress, but in the worst case can also help you avoid additional costs.

Application Deadlines

Most student dormitories don’t have fixed application deadlines. Instead, they usually work on a “first-come, first-served” basis. Rooms are allocated in the order applications are received, and popular residences are often fully booked months before the semester even starts. So make sure to submit your application as soon as you know which city you’ll be moving to.

Cancellation Deadlines

Things don’t always go according to plan. Maybe you end up getting accepted in another city or change your mind at short notice. In situations like these, it’s important to know that withdrawals and cancellations are subject to different time rules.  At STUWO student residences, there is a 14-day free withdrawal period after signing the contract, provided the contract was concluded at least three months before the planned move-in date. If you cancel later, one or two months’ rent may apply, depending on the timing. If you’re unable to start your studies for valid reasons, for example, if you didn’t pass your final exams, usually only one month’s rent is charged. However, if you cancel for other reasons at very short notice or only after the contract has already started, the contractually agreed notice period of three months generally applies.

Extension Deadlines

If you already live in a student accommodation and want to extend your annual contract, make sure not to miss the application deadline for extension in spring. The exact timeframe can vary depending on the residence. It’s best to check with your dorm early on to make sure your place stays secured.

The Application Process: Your Step-by-Step Guide

Getting a place in a student dorm is easier than many people think. Once you know how the application process works, you’ll be well prepared and can tick off each step one by one without stress.

Step 1: Apply online

The application is submitted online via the STUWO booking portal. There, you choose which student accommodation you’d like to apply for. If you’re applying for a student dorm in Vienna, you also have the option to tick the box “I’m also interested in other residences.” If your preferred residence is already full, this allows you to automatically receive offers from other STUWO student residences in Vienna.

Step 2: Confirmation and Waiting List

After submitting your application, you’ll get an automatic confirmation email. Then you’re added to the waiting list based on when your application came in. One important tip: only apply once. Sending multiple applications will push you to the back of the list and can make your wait longer than necessary.

Step 3: Offer and Acceptance

As soon as a suitable room becomes available, you’ll receive an offer right away. From that point on, things usually move pretty quickly. Once you accept the offer, the contract is signed first, followed by payment of the deposit. The deposit is €750 or a maximum of twice the monthly rent. You’ll also need to set up a SEPA direct debit mandate. If you don’t have a bank account in an EU or EFTA country, you’ll need to open an account in Austria. After that, your move-in date is arranged so the key handover can be scheduled.

Step 4: Move-in Day

On move-in day, you’ll get a short introduction. This usually includes picking up your keys, a quick tour of the accommodation, and signing the inventory list. You’ll receive your keys directly from the resident managers.

Important: don’t forget your “Meldezettel” (registration form). In Austria, registration is mandatory, which means you have to register your address with the authorities within three days of moving in. For this, you’ll need the residence management’s signature.

And that’s it – your life in a student accommodation can officially begin! If this is your first time living on your own, we’ve also put together some helpful tips about living independently as a student. If you still have questions about STUWO residences, feel free to check out our FAQ page – we’re looking forward to welcoming you!

Handy Tips for your Student Accommodation Application

To make sure your application for a student dorm goes as smoothly as possible, here are a few extra tips you should definitely keep in mind:

  • Check out Last Minute Accommodation: If you’re looking for something at short notice or your preferred residence is already full, it’s worth checking the STUWO Last Minute Accommodation. Rooms that become available at short notice are regularly listed there.
  • Ask about accessibility: Barrier-free rooms are available in selected student residences. It’s best to mention this directly in your application or ask about it upfront.
  • Clarify pets in advance: Pets are only allowed in certain student residences. Make sure to check early on whether your preferred dorm allows them. At STUWO, your furry roommates are welcome at Dückegasse, Donaufelder Straße, and Smart Living in Graz.
  • Don’t submit multiple applications: Even though it can be tempting, sending multiple applications will actually increase your waiting time, since you’ll be put to the back of the waiting list each time.
  • Use the Vienna option: If you’re applying in Vienna, you can tick the box “I’m also interested in other residences.” This way, you’ll still receive offers even if your first-choice residence is already full.

FAQs: All the Answers about Applying for Student Accommodation

The best time to apply for a student dorm is as early as possible. Places are usually allocated on a first come, first served basis and are often fully booked months in advance.

Whether it’s hard to get a place depends on the city and the timing. Applying early and staying flexible about different residences improves your chances.

Student dorms are generally open to university students as well as Erasmus and exchange students. HTL, HAK, or HASCH pupils aged 18 and over are also usually eligible. In some cases, exceptions can be made for under-18s with parental consent.

The response process usually happens in two steps: You receive a confirmation immediately after applying, and an offer follows once a suitable room becomes available.

When applying for a student dorm, you typically need a photo ID, proof of enrollment or study confirmation, and – if required – your high school diploma. Missing documents can often be submitted at a later stage.

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