Drafting a furniture inventory for a furnished rental
How to draft a furniture inventory for a furnished rental in Belgium. Contents, format, furniture value and lease annex.
Why the inventory is essential
In a furnished rental, the furniture inventory is a mandatory annex to the lease. It is the reference document in case of a dispute over the condition or disappearance of furniture.
| Without inventory | With inventory |
|---|---|
| Impossible to prove what was provided | Exhaustive signed list |
| No basis for claiming damages | Initial condition documented |
| Dispute before the justice of the peace = uncertain | Incontestable proof |
The inventory is distinct from the property inventory, which describes the condition of the real estate (walls, floors, ceilings). The two documents complement each other: the property inventory for the dwelling, the furniture inventory for the contents.
For a furnished residence lease, the inventory is as essential as the EPC or the electrical certificate.
Inventory contents
The inventory must describe each piece of furniture and equipment provided:
| Information | Mandatory | Example |
|---|---|---|
| Furniture description | Yes | ”3-seat sofa, grey fabric” |
| Brand / model | Recommended | ”IKEA Kivik” |
| Condition | Yes | ”Good condition, slight wear on right armrest” |
| Quantity | Yes | ”1 sofa, 4 chairs, 1 table” |
| Estimated value | Recommended | ”EUR 700 (replacement value)“ |
| Photo | Recommended | Numbered photo corresponding to the item |
Room by room
| Room | Typical elements to inventory |
|---|---|
| Living room | Sofa, table, chairs, TV unit, curtains, light fixtures |
| Bedroom(s) | Bed + mattress, wardrobe, bedside table, bedding |
| Kitchen | Appliances (fridge, oven, dishwasher), utensils |
| Bathroom | Mirror, vanity unit, accessories |
| General | Vacuum cleaner, iron, ironing board, crockery |
Drafting the inventory efficiently
Step 1: Walk through the property. Room by room, list each piece of furniture and equipment. Do not forget fixed elements (curtains, light fixtures, wall shelves).
Step 2: Photograph. Take a photo of each element, numbered to correspond with the list. Photos are the best evidence in case of a dispute.
Step 3: Estimate the value. For each element, indicate the purchase value and the estimated current value (depreciation). The total sum is the furniture value of the property.
Step 4: Sign together. The inventory is signed by both the landlord and the tenant, like the property inventory. Each party keeps a copy.
| Depreciation | Approximate reduction |
|---|---|
| New (< 1 year) | 0 - 10% |
| Recent (1 - 3 years) | 20 - 40% |
| Average (3 - 7 years) | 40 - 60% |
| Old (> 7 years) | 60 - 80% |
Keep the purchase invoices for the furniture. In case of a dispute, the invoice proves the purchase value and date, which facilitates the depreciation calculation.
At the tenant’s departure
At departure, redo the inventory by comparing with the initial document:
| Finding | Action |
|---|---|
| Furniture in good condition (normal wear) | Nothing to report |
| Damaged furniture | Estimate the repair/replacement cost |
| Missing furniture | Replacement value to be deducted from the rental deposit |
| Furniture improved by the tenant | Written agreement needed for compensation |
Noted damages are documented (photos + description) and costed. The amount is deducted from the rental deposit after agreement by both parties or a decision by the justice of the peace.
Centralise the inventory, photos and invoices in a rental management software for professional tracking.
Frequently asked questions
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Yes. The furniture inventory is a mandatory annex to the furnished rental lease. It must describe each item of furniture and equipment provided, together with its condition and, ideally, its estimated value.
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Estimate the replacement value minus depreciation (age of the furniture). A 3-year-old sofa purchased for EUR 1,200 can be estimated at EUR 700 - 800. The total furniture value serves as the basis in case of a dispute.
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No, except with the landlord's written consent. The tenant must return the furniture in the condition described in the inventory, normal wear excepted. In case of damage, repair or replacement is at the tenant's expense.