Choosing between several tenant candidates
How to choose between several tenant candidates in Belgium. Objective criteria, comparison grid, anti-discrimination rules and best practices.
Objective selection criteria
When several candidates visit the property and submit an application, the landlord must decide on objective grounds. The legally acceptable criteria are:
| Criterion | Legal | Note |
|---|---|---|
| Solvency (income) | Yes | Rent-to-income ratio max 1/3 |
| Professional stability | Yes | Seniority, type of contract |
| Household composition | Partial | Legal if linked to the size of the dwelling |
| References from previous landlords | Yes | Verification with the candidate’s consent |
| Availability date | Yes | Match with the entry date |
| Complete file | Yes | An incomplete file can be eliminated |
Solvency remains the primary criterion. A tenant whose rent represents more than a third of net income is at risk of default.
Prohibited criteria: origin, nationality, sex, sexual orientation, marital status, disability, age, religion, political opinion, health status. See our guide on housing discrimination.
Comparison grid
Use a standardised grid to compare candidates objectively:
| Criterion | Weight | Candidate A | Candidate B | Candidate C |
|---|---|---|---|---|
| Solvency (rent/income ratio) | 40% | 25% | 30% | 35% |
| Stability (length of employment) | 20% | 5 years | 2 years | 8 months |
| Landlord references | 15% | Excellent | Not provided | Good |
| Complete file | 10% | Yes | Partial | Yes |
| Desired move-in date | 10% | Immediate | In 2 months | In 1 month |
| Desired lease duration | 5% | 9 years | 3 years | 6 years |
This grid allows you to objectively justify your choice in case of a dispute. Keep it in your rental management files.
A candidate with a complete file and good references may be preferred over a slightly more solvent candidate without references.
Avoiding discrimination
The Belgian anti-discrimination law of 10 May 2007 applies fully to the rental market. The landlord risks:
| Sanction | Amount / Penalty |
|---|---|
| Civil fine | Up to EUR 1,300 |
| Damages | Variable (moral prejudice) |
| Criminal sanction | Fine + imprisonment (serious cases) |
Best practices:
- Use the same criteria for all candidates
- Document your selection process
- Do not ask questions about marital status, religion or origin
- Assess the application file on documents, not on impression
- Keep the files of rejected candidates for 6 months
Unia (Interfederal Centre for Equal Opportunities) can be contacted by a candidate who considers themselves discriminated against. The landlord must then prove that their choice was based on objective criteria.
Making the decision
Prioritise stability. A solvent tenant who wishes to stay long-term costs less in rental vacancy and reletting fees than a very solvent tenant who will leave within a year.
Check references. Contact the previous landlord (with the candidate’s consent) and ask concrete questions: was the rent paid on time, was the property well maintained, were there any disputes.
Communicate your decision. Promptly inform rejected candidates (out of courtesy and to avoid disputes). A simple message stating that the property has been allocated is sufficient. Do not detail the reasons for refusal to avoid misinterpretation.
Sign quickly. Once the candidate is chosen, propose signing the lease within the following days. A good candidate may receive other offers and change their mind.
A rental management software helps you centralise applications, compare files and communicate with candidates.