How long should you keep lease documents?
Keep all leases and related rental documents for at least 10 years after the end of the lease. This corresponds to the general limitation period for personal actions under Belgian civil law (article 2262bis of the Civil Code). Digital archiving with timestamping is the safest approach.
The 10-year rule covers the vast majority of potential claims: unpaid rent, deposit disputes, damage claims, and contractual liability. Some tax-related documents must be kept even longer (up to 7 years for tax purposes, overlapping with the civil deadline).
In practice, it is strongly recommended to keep documents for the entire duration of the lease plus 10 years after its termination, to be fully protected against late claims.
Best practices for archiving
The most reliable method is a combination of physical and digital archiving:
- Scan all documents in PDF format (lease, inventories, registered letters, rent receipts)
- Use a secure cloud with automatic backup and timestamping
- Organise by property and by tenant to retrieve documents quickly
- Keep proof of registered letters (sending receipts, tracking numbers)
- Store originals in a safe or fireproof cabinet for critical documents
| Document | Minimum retention | Reason |
|---|---|---|
| Signed lease | 10 years after end | Proof of contractual terms |
| Entry inventory | 10 years after end | Comparison with exit inventory |
| Rent receipts | 5 years | Civil prescription for payments |
| Registered letters | 10 years after end | Proof of notices and demands |
| Works invoices | 10 years | Proof of maintenance obligations |
BailBelgique offers a digital document space where all your rental documents are automatically archived, timestamped, and accessible at any time.
Which documents to keep
Beyond the lease itself, several categories of documents should be archived:
- The lease and all amendments or addenda
- Entry and exit inventories (critical for deposit disputes)
- Rent receipts and payment records
- Registered letters (notices, demands, termination letters)
- Works and repair invoices (to prove maintenance was performed)
- Insurance certificates (tenant’s liability insurance)
- EPC certificates and compliance documents
If a dispute arises years after the lease ends, these documents may be the only evidence available. Without them, proving your case before the justice of the peace becomes significantly harder.
Regional specifics
Brussels-Capital Region
The Ordinance of 27 July 2017 reinforces documentation requirements, particularly regarding habitability standards. Landlords in Brussels should also archive all correspondence with the CPAS (social services).
Wallonia
The Decree of 15 March 2018 introduces specific habitability norms. Documentation of compliance with these norms should be archived alongside the lease.
Flanders
The Flemish Housing Rental Decree of 9 November 2018 requires specific quality standards documentation. The conformity certificate should be kept for the entire lease duration plus 10 years.
Article 2262bis of the Civil Code (10-year limitation period for personal actions). Tax Code, art. 315 (7-year retention for tax documents).