Tenant application file: what it contains
Contents of a tenant application file in Belgium. Documents to provide, standard form template, file analysis and objective selection.
Standard contents of a tenant application file
A complete tenant application file contains:
| Category | Documents | Purpose |
|---|---|---|
| Identity | Identity card copy | Verification |
| Income | 3 payslips + employment contract | Solvency |
| Tax | Latest tax assessment notice | Annual income |
| References | Former landlord certificate | Reliability |
| Household | Household composition (optional) | Dwelling adequacy |
| Motivation | Letter or form (optional) | Rental plan |
The file should only contain documents permitted by law. Never request a criminal record extract, medical certificate or bank statement.
A complete and well-presented file is a positive signal: the candidate is organised and serious in their approach.
Standard application form
A standardised form ensures equal treatment among candidates:
| Section | Information requested |
|---|---|
| Identity | Surname, first name, date of birth, nationality |
| Contact details | Current address, telephone, email |
| Professional situation | Employer, position, seniority, type of contract |
| Income | Net monthly income, other income |
| Family situation | Number of people who will occupy the property |
| References | Former landlord contact details (with consent) |
| Desired move-in date | Availability date |
| Desired duration | Short-term, 3 years, 9 years |
The form must specify that the information will be processed in accordance with the GDPR and used exclusively for assessing the application.
Provide the same form to all candidates who visit the property. Do not request additional information from certain candidates only — this is a discrimination risk.
Analysing the file
| Criterion | Weight | What to verify |
|---|---|---|
| Solvency | 40% | Rent-to-income ratio < 1/3 |
| Stability | 20% | Length of employment, type of contract |
| Completeness | 15% | All documents provided |
| References | 15% | Contact the former landlord |
| Consistency | 10% | Correspondence between documents |
Points of attention:
- Does the income declared on the payslips match the tax assessment notice?
- Is the employment contract recent and still valid?
- Does the former landlord confirm regular payment and good maintenance?
- Is the number of occupants suitable for the size of the dwelling?
An incomplete file is not necessarily grounds for elimination, but request the missing documents before making a decision.
Making the decision
Compare the files using a selection grid to objectify the choice. The grid assigns a score to each criterion and allows you to rank candidates transparently.
Practical rule: if two candidates are close in solvency, favour the one with the best references and the most stable rental plan (long lease, settled family).
Communication: promptly inform rejected candidates. A simple message suffices: “The property has been allocated to another candidate.” Do not detail the reasons for refusal.
Retention: keep the files of rejected candidates for 6 months (limitation period), then delete them in accordance with the GDPR.
To manage applications and document the selection process, a rental management software centralises files and communications.
Frequently asked questions
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No, it is not required by law. However, it is strongly recommended to objectify the selection and protect against accusations of discrimination. A standardised form strengthens transparency.
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It is preferable to request the file after the viewing, provided the candidate confirms their interest. Requesting a complete file before the viewing may discourage serious candidates.
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Analysing a complete file takes 15 to 30 minutes. Verifying references with the previous landlord can take an additional 1 to 2 days.