Complete checklist for a property inventory in Belgium
Detailed checklist for an entry and exit property inventory in Belgium: room-by-room inspection, meters, photos, signatures and mistakes to avoid.
Before the property inventory: preparation
The property inventory is the reference document for the return of the rental guarantee at the end of the lease. An incomplete or rushed inventory is the primary source of disputes between landlords and tenants in Belgium. This checklist guides you step by step so nothing is overlooked.
When to carry it out
- Entry: on the day the keys are handed over, before the tenant moves in. The property must be empty and clean.
- Exit: on the last day of the lease, after the tenant has emptied and cleaned the property.
Equipment to prepare
- Property inventory form (paper or tablet)
- Smartphone or camera with active timestamp
- Tape measure
- Spirit level (to check floors)
- Ballpoint pen (never pencil)
- Torch (for cellars, meters)
- Signed copy of the lease
- Entry inventory (for exit)
The entry property inventory is mandatory in Wallonia (since 2007) and in Brussels (since 2018). In Flanders, it is very strongly recommended. In the absence of an inventory, the tenant is presumed to have received the property in good condition — which puts them at a disadvantage at exit.
Room-by-room inspection
Go through each room clockwise starting from the entrance door. For each room, systematically check:
Entrance hall
- Condition of the front door (lock, handle, surface)
- Walls: paint, wallpaper, holes, cracks
- Floor: type of covering, condition, scratches
- Lighting: switches and light fixtures working
- Electricity meter: location and reading
Living room
- Walls (4 sides): paint, cracks, marks, plug holes
- Floor: parquet, tiles, carpet — general condition, scratches, stains
- Ceiling: cracks, damp marks, paint
- Windows: condition of frames, glazing, handles, sealing
- Shutters / blinds: working order
- Sockets and switches: condition and function
- Radiators: condition, function, thermostat
Kitchen
- Walls and floor: condition, grease marks
- Worktop: surface condition
- Sink and taps: function, drainage, seals
- Appliances provided: condition and function (hob, oven, extractor, fridge)
- Kitchen cabinets: condition of doors, hinges, drawers
- Ventilation: extractor or air vent
Bedroom(s)
- Walls, floor, ceiling: same procedure as living room
- Windows and screening (shutters, blinds, curtains if provided)
- Sockets, switches, lighting
- Built-in cupboards: interior and exterior condition
Bathroom / Shower room
- Walls: tiles, grout (mould, cracks)
- Floor: tiles, grout, waterproofing
- Bath / shower: surface condition, taps, shower head
- Basin: condition, taps, drainage
- WC: flush working, bowl and seat condition
- Ventilation: mechanical ventilation or air vent
- Mirror and fixed accessories
| Area | Critical points | Estimated time |
|---|---|---|
| Hall | Door, lock, floor | 5 min |
| Living room | Floors, windows, walls | 10-15 min |
| Kitchen | Appliances, sink, ventilation | 10-15 min |
| Bedroom (x1) | Walls, windows, cupboards | 5-10 min |
| Bathroom | Grout, taps, ventilation | 10 min |
| Annexes | Cellar, garage, terrace | 10-15 min |
Meters and technical equipment
Meter readings
Read and photograph the index of each meter:
- Electricity: single or dual-rate meter (day/night)
- Gas: index in m3
- Water: index in litres or m3
These readings are used to allocate consumption between the outgoing and incoming tenant.
Equipment to test
- Heating: turn on the boiler or electric radiators
- Hot water: check the boiler or water heater is working
- Taps: open every tap (hot and cold)
- Switches: test every switch and socket
- Shutters and blinds: full up and down
- Locks: all keys in all locks
- Doorbell / intercom: working order
- Smoke detector: presence and function (mandatory)
A smoke detector is mandatory in all three Belgian regions. Check its presence, function (test button) and battery expiry date. Record it in the property inventory.
Photos and documentation
Property inventory photography rules
- Timestamp: enable date and time on photos
- Overview: one panoramic photo of each room
- Details: close-up of each defect found
- Scale: place a reference object (coin, tape measure) next to damage
- Completeness: also photograph items in good condition (evidence in case of challenge)
Photo organisation
Name or file photos by room for easy retrieval. If you use a digital tool, photos are generally integrated automatically into the report.
Annexes not to forget
Do not neglect the following spaces, often a source of disputes:
- Cellar: damp, lighting, lock
- Garage: door, floor, lighting
- Terrace / balcony: floor, railings, lighting
- Garden: condition of lawn, fences, gate
- Common areas: letterboxes, bike storage
Signature and follow-up
Signing
- Each page of the document must be initialled by both parties
- The final document is signed in two original copies (one for each party)
- If an expert is present, they also sign
- Photos are attached to the document or transmitted digitally
Challenge period
The tenant has one month after moving in to report defects not mentioned, by registered post. The landlord must add these observations to the inventory.
Retention
Keep the property inventory for the entire lease duration and at least one year after the end of the lease (limitation period for rental disputes).
In case of disagreement
If the parties cannot agree on the findings:
- Call in an independent expert (surveyor, approved architect)
- Costs are shared 50/50 between the parties
- As a last resort, the justice of the peace can appoint a court expert
A rigorous property inventory protects both parties. To manage your rental repairs and centralise your documents, use a rental management software that includes archiving of inventories and photos.
Frequently asked questions
-
Allow a minimum of 45 minutes for a studio or 1-bedroom, 1 hour for a 2-bedroom, and 1h15 to 1h30 for a 3-bedroom or more. If the property includes annexes (cellar, garage, garden), add 15 to 30 minutes. A property inventory rushed through in 15 minutes has no evidential value in case of dispute.
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Yes, partially. The tenant has a one-month period after moving in to report defects not mentioned in the entry inventory, by registered post to the landlord. After this period, the inventory is deemed accepted as signed.
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Yes. A property inventory carried out on a tablet or via an app is legally valid provided both parties can view it, check it and sign it (qualified electronic signature or handwritten signature on the printed document). The advantage of digital is the automatic integration of timestamped photos.
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