How to manage the transition between two tenants
Organising a tenant's departure and the next one's arrival in Belgium: property inventory, rental guarantee release, works, listing and practical deadlines.
Notice and preparing the transition
The transition between two tenants begins well before the actual departure. As soon as notice is given (by the tenant or landlord), a precise timeline kicks in.
Notice periods
| Situation | Notice | Compensation |
|---|---|---|
| Tenant (9-year lease) | 3 months (at any time) | None (after year 3) |
| Tenant (short-term lease) | 3 months (for end of lease) | None |
| Landlord (personal occupation) | 6 months (end of triennial) | None |
| Landlord (works) | 6 months (end of triennial) | None |
| Landlord (no grounds, 9-year lease) | 6 months | 9, 6 or 3 months per triennial |
Do not wait until the end of the notice period to act. From the moment notice is received, plan viewings, the exit inventory, any works and the reletting listing. Each week of vacancy represents approximately 2% of annual income lost.
During the notice period
- Agree a viewing schedule with the outgoing tenant
- Start drafting the reletting listing
- Assess whether works will be needed (property visit if possible)
- Prepare documents for the new lease
The exit property inventory
Entry/exit comparison
The exit property inventory is the centrepiece of the transition. It is done by direct comparison with the entry property inventory. Each room, each piece of equipment is checked and compared to its initial condition.
Types of deterioration
Three categories:
- Normal wear: landlord’s responsibility. Examples: yellowed paint after 9 years, slight parquet wear, darkened bathroom grout.
- Rental damage: tenant’s responsibility. Examples: unfilled wall holes, carpet stains, broken door, worktop burn.
- Improvements: if the tenant improved the property (with agreement), the parties must agree on the fate of these improvements.
The rental guarantee
After the exit inventory, three scenarios:
| Finding | Action | Timeframe |
|---|---|---|
| No damage | Full guarantee release | Immediately (written agreement) |
| Minor damage | Agreement on amount to withhold | In the following weeks |
| Disagreement | Guarantee frozen, justice of the peace | Variable (several months) |
To unblock the guarantee from an individualised account, both parties must sign a joint form at the bank.
Works and refurbishment
Assessing the works needed
As soon as the exit inventory is complete, assess the works required:
- Professional cleaning: almost systematic (200 to 500 EUR depending on floor area)
- Painting: wall refresh (allow 15 to 25 EUR/m2 of wall surface)
- Repairs: filling holes, replacing grout, repairing handles
- Replacement: damaged flooring, faulty appliances, damaged sanitary ware
Funding the works
| Type of works | Borne by | Funding |
|---|---|---|
| Rental damage repair | Outgoing tenant (guarantee) | Withheld from guarantee |
| Refresh between tenants | Landlord | Maintenance investment |
| Improvement (EPC renovation) | Landlord | Regional grants possible |
| Compliance upgrade | Landlord | Mandatory before reletting |
If major works are planned, schedule them during the notice period. Obtain quotes before the tenant leaves to save time. Some tradespeople have 2 to 4-week lead times — do not contact them at the last minute.
Finding the new tenant
The listing
Publish the listing as early as possible, ideally during the notice period. Include:
- Bright, recent photos (after works if possible)
- Precise description: floor area, bedrooms, EPC, floor, facilities
- Rent and charges clearly distinguished
- Mandatory information: EPC score, habitable floor area
- Availability date
Selection
Apply a rigorous and legal selection method: same documents requested from all applicants, objective solvency criteria, compliance with anti-discrimination law.
The new lease
Draft a compliant lease for your region. Do not forget:
- Registration on MyRent within 2 months
- Rental guarantee set up in a blocked account
- Detailed and signed entry property inventory
- Handover of EPC and co-ownership rules (if applicable)
Optimising the transition: saving time and money
The ideal timeline
| Week | Action |
|---|---|
| Notice D-12 to D-8 | Publish listing, schedule viewings |
| Notice D-8 to D-4 | Viewings with applicants, selection |
| D (end of lease) | Exit property inventory, key handover |
| D+1 to D+7 | Refurbishment works |
| D+7 to D+14 | Entry property inventory, new lease, keys |
Keys to optimisation
- Overlap the steps: publish the listing during the notice period, select the tenant before the old one leaves
- Anticipate works: get quotes during the notice period, schedule tradespeople
- Standardise documents: ready-to-use lease, inventory and charge settlement templates
- Automate: a rental management software generates documents, tracks deadlines and centralises files
The transition between tenants is a critical moment for your investment’s profitability. Every day of vacancy is a day without income. A methodical organisation and suitable tools make the difference between a 6-week transition and a 2-week transition.
Frequently asked questions
-
In Belgium, the transition averages 3 to 6 weeks between the outgoing tenant's departure and the new tenant's move-in. This period covers the exit property inventory (1 day), any refurbishment works (1 to 3 weeks), listing and viewings (1 to 4 weeks depending on the market) and the entry inventory. An organised landlord can reduce this to 2 weeks.
-
Yes, but subject to conditions. The outgoing tenant must accept viewings during the last 3 months of the lease, for a maximum of 2 hours per day (3 days per week maximum in Brussels). Times must be agreed between the parties. The landlord must give advance notice. This right of access is provided for by regional legislation.
-
If the parties cannot agree on the guarantee release (amount to withhold for damage), the blocked account remains frozen. Neither party can unblock the funds alone. Either a joint written agreement or a justice of the peace decision is needed. In the meantime, the landlord can document the damage and obtain quotes to support their claim.
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