Move-in checklist
A well-managed tenant move-in requires: lease signing, contradictory inventory of fixtures, key handover, meter readings, energy contract transfers and provision of mandatory certificates (EPC, electrical installation report). Every step should be documented in writing.
Complete move-in procedure:
- Sign the lease: ensure all parties sign and each receives an original
- Inventory of fixtures: conduct a detailed, contradictory inventory of fixtures within the first month
- Key handover: record the number and type of keys in the inventory
- Meter readings: note electricity, gas and water meters on the day of handover
- Energy contracts: ensure the tenant transfers energy contracts to their name
- Mandatory certificates: provide the EPC certificate, electrical installation report, and any other required documents
- Rental deposit: ensure the deposit is placed in a blocked account
Move-out checklist
At move-out: conduct an exit inventory and compare with the entry inventory, agree on any deductions from the deposit, collect all keys, take final meter readings, and ensure energy contracts are transferred back.
Complete move-out procedure:
| Step | Details |
|---|---|
| Notice period | Verify correct notice was given per lease terms |
| Exit inventory | Compare with entry inventory, note damages beyond normal wear |
| Key return | Collect all keys including copies |
| Meter readings | Final readings for energy and water |
| Energy contracts | Tenant closes or transfers contracts |
| Deposit release | Agree on deductions and release the deposit |
| Final settlement | Resolve any outstanding charges |
If landlord and tenant disagree on the exit inventory findings, they can request an independent expert. The expert’s fees are shared equally unless the lease provides otherwise.
Common pitfalls to avoid
Several common mistakes can lead to disputes:
- No entry inventory: without it, the tenant is presumed to have received the property in good condition, making it difficult to prove pre-existing damage
- Incomplete meter readings: can lead to disputes over energy bills
- Lost keys: the tenant may be charged for lock replacement
- Deposit not in a blocked account: this is a legal requirement, and failure to comply can result in penalties for the landlord
- Missing certificates: the landlord must provide the EPC and electrical report; failure to do so can invalidate certain lease clauses
Keeping an organised file for each property and each tenancy is essential. Consider organising your rental documents efficiently to avoid losing important records.
Regional specificities
Brussels-Capital Region
The ordinance of 27 July 2017 requires an EPC certificate for every rental property and a conformity certificate for electrical installations. The inventory of fixtures is mandatory and must be contradictory.
Walloon Region
The decree of 15 March 2018 imposes similar requirements. In Wallonia, the landlord must also provide a fire safety certificate for certain types of properties.
Flemish Region
The Flemish Housing Rental Decree of 9 November 2018 requires a conformity certificate (conformiteitsattest) and EPC. The plaatsbeschrijving (inventory of fixtures) is mandatory and must be conducted within the first month.
Article 1730 of the Belgian Civil Code (inventory of fixtures). Regional tenancy legislation. EPC requirements under EU Energy Performance of Buildings Directive.