Essential documents to keep
Every landlord should maintain a complete file for each tenancy, containing: signed lease, registration proof, inventory of fixtures, deposit certificate, rent receipts, correspondence, insurance certificates, and mandatory reports (EPC, electrical installation). These documents are essential evidence in case of disputes.
A comprehensive rental file should include:
- Lease and addenda: original signed copies, any amendments
- Registration proof: confirmation from the FPS Finance
- Inventory of fixtures: entry and exit, with photos
- Deposit certificate: bank account details, blocked account confirmation
- Rent receipts: monthly payment records
- Correspondence: formal notices, repair requests, all important letters
- Insurance: landlord liability, building insurance
- Certificates: EPC, electrical installation report, gas conformity
- Tax documents: rental income declarations, property tax notices
Organising your files
Create one folder per property, with sub-folders per tenancy. Within each tenancy folder: lease, inventory, deposit, correspondence, payments, certificates. Use consistent naming conventions with dates.
Suggested folder structure:
| Level | Folder | Contents |
|---|---|---|
| Property | Address of property | All documents related to this property |
| Tenancy | Tenant name + start date | All documents for this tenancy |
| Sub-folder | Lease | Signed lease, addenda, registration proof |
| Sub-folder | Inventory | Entry and exit inventories, photos |
| Sub-folder | Deposit | Account details, release agreement |
| Sub-folder | Payments | Rent receipts, charge statements |
| Sub-folder | Correspondence | Letters, emails, formal notices |
| Sub-folder | Certificates | EPC, electrical, gas, insurance |
Belgian law requires landlords to keep rental documents for at least 5 years after the end of the tenancy (general limitation period for contractual claims). Tax-related documents should be kept for 7 years.
Digital versus physical filing
Both approaches are legally valid in Belgium. Digital documents have the same probative value as physical ones, provided they meet certain conditions:
- Digital signatures: valid under the eIDAS Regulation
- Scanned copies: admissible as evidence, though originals have stronger probative value
- Cloud storage: recommended for backups, but ensure data protection compliance (GDPR)
- Email correspondence: has probative value as a written document
The advantages of digital filing are clear: accessibility from anywhere, automatic backups, easy sharing with tenants or property managers, and space savings. This is particularly valuable for remote property management.
However, it is advisable to keep original signed leases and registered documents in physical form as well.
Regional specificities
Brussels-Capital Region
The ordinance of 27 July 2017 requires specific documents to be kept, including the EPC and the conformity certificate for electrical installations. Brussels landlords renting multiple properties may benefit from professional document management tools.
Walloon Region
The decree of 15 March 2018 imposes additional documentation requirements for certain housing types, including the permis de location. Keep the inspection reports and permits in your file.
Flemish Region
The Flemish Housing Rental Decree of 9 November 2018 requires maintaining the conformiteitsattest and EPC. The Flemish Region also provides digital tools for certain administrative tasks.
Civil Code (general limitation periods). Judicial Code (evidence rules). GDPR (data protection). eIDAS Regulation (electronic signatures and documents).