Centralised charge management
For multiple rental properties, use a centralised property management tool that allocates expenses by property and by tenant. Distinguish recoverable charges (water, communal electricity, cleaning) from non-recoverable charges (property tax, major works). Provide an annual statement to each tenant if charges are paid by provisions.
Managing charges across multiple properties manually is error-prone and time-consuming. A dedicated tool allows you to:
- Track expenses per property and per tenant
- Automatically categorise charges as recoverable or non-recoverable
- Generate compliant annual statements
- Detect discrepancies between provisions paid and actual charges
Recoverable vs non-recoverable charges
| Recoverable (tenant pays) | Non-recoverable (landlord pays) |
|---|---|
| Water consumption | Property tax (precompte immobilier) |
| Communal electricity | Major structural repairs |
| Lift maintenance | Building insurance premium |
| Cleaning of common areas | Management fees (syndic) |
| Communal heating | Renovation works |
| Waste collection | Roof repairs |
The lease must specify the charge system: provisions (monthly advance with annual settlement) or flat-rate (fixed monthly amount with no settlement). Provisions are more transparent but require annual accounting.
BailBelgique’s charge management module automatically generates compliant annual statements and calculates the balance owed or to be reimbursed per tenant.
Annual statements
If charges are paid by provisions, the landlord must provide an annual statement showing:
- Total actual charges for the period
- Tenant’s share (pro rata if applicable)
- Provisions already paid by the tenant
- Balance: amount owed by or to be reimbursed to the tenant
- Supporting documents: invoices and receipts (available on request)
The statement should be provided within a reasonable timeframe after the end of the charge period (typically within 3 months). The tenant can request to inspect supporting documents.
If the landlord fails to provide a statement, the tenant can withhold further provision payments until the statement is delivered.
Regional specifics
Brussels-Capital Region
The Ordinance of 27 July 2017 requires landlords to clearly specify the charge system in the lease and provide annual statements for provisions.
Wallonia
The Decree of 15 March 2018 applies the same requirements. Walloon landlords must distinguish between flat-rate and provisional charges in the lease.
Flanders
The Flemish Housing Rental Decree of 9 November 2018 requires transparent charge accounting. The tenant can request to inspect all supporting documents.
Law of 20 February 1991 (charge provisions and annual statements). Civil Code, article 1728bis (charges). Regional housing legislation.