How to organise an efficient property inventory

Why a thorough property inventory is essential

The property inventory is the document that protects both parties in the event of a dispute at the end of the lease. A hasty or incomplete report is the primary source of conflicts between landlords and tenants when returning the rental guarantee. To learn everything about the lease agreement and its obligations, it is precisely the property inventory that serves as evidence in the event of a dispute.

In practice, more than 30% of rental disputes in Belgium concern contested damage at the end of the tenancy. In the majority of cases, the problem stems from an insufficiently detailed entry property inventory.

Preparing properly

When to schedule it?

The entry property inventory must be carried out on the day the keys are handed over, before the tenant moves in. Ideally, the property should be empty and clean to facilitate the inspection.

For the exit property inventory, schedule the date on the last day of the lease or the day the tenant returns the keys, after they have emptied and cleaned the property.

The necessary equipment

• Property inventory form (paper or digital)
• Camera or smartphone with timestamp
• Tape measure
• Spirit level (to check floors)
• Pen with ink (not pencil)
• Copy of the signed lease

Do you need an expert?

For a first property or a high-value property, calling upon an independent expert (surveyor, architect or approved expert) is a worthwhile investment. Average cost: 150 to 350 EUR, shared between both parties.

On the day: how to proceed

The room-by-room method

Go through each room clockwise, starting from the entrance door. For each element, note:

1. Walls: condition of paint or wallpaper, cracks, stains, holes
2. Floors: type of covering, scratches, stains, joints
3. Ceilings: moisture marks, cracks, condition of paint
4. Joinery: condition of doors, windows, shutters, handles
5. Equipment: sockets, switches, radiators, taps
6. Specifics: kitchen (appliances), bathroom (sanitary ware, joints), cellar, garage

The meters

Systematically read the water, gas and electricity meters. Photograph each meter with the reading visible.

Signing

Each page of the document must be initialled by both parties. The final document is signed in two originals — one for each party. If you use a digital tool, make sure the electronic signature is legally valid. You can also draft a lease online with integrated property inventory. To properly select a tenant without discriminating, a thorough property inventory is also a sign of professionalism.

The 5 most common mistakes

Mistake 2: not taking photographs. Written descriptions are open to interpretation. Dated photographs constitute much stronger evidence.

Mistake 3: forgetting annexes. Cellar, garage, garden, balcony — these spaces are often neglected but generate as many disputes as the main rooms.

Mistake 4: using vague terms. “Good condition” means nothing. Prefer “white paint, no marks or cracks” or “3 scratches of 5 cm on the parquet, near the window”.

Mistake 5: not testing the equipment. Open every tap, turn on every switch, test the shutters and locks. A faulty piece of equipment not reported will be at your expense when you leave. To know your rights as a tenant in Belgium, consult our complete guide.

Recommended tools

The paper property inventory remains legal, but digital tools offer several advantages: integrated photos, automatic timestamping, electronic signature and secure archiving.

Whatever tool you choose, the essential thing is the rigour of the report: be exhaustive, precise and photograph everything. Also consider how to write an effective rental listing to attract the right tenants from the start. Find all our guides on BailBelgique.