Calculating service charges: complete method
How to calculate service charges in Belgium: method, allocation, on-account payments, flat fees, and the annual statement for the landlord.
Method for calculating service charges
The 3 steps
- Identify recoverable charges (linked to the use of the property)
- Allocate among tenants (pro rata floor area, share, individual meter)
- Invoice as on-account payments (with annual statement) or as a flat fee
| Mode | Principle | Obligation |
|---|---|---|
| On-account payments | Monthly advances + annual statement | Supporting documents mandatory |
| Flat fee | Fixed non-revisable amount | No supporting documents |
The choice between on-account and flat fee is set in the lease and cannot be changed unilaterally during the lease.
Recoverable charges
| Charge | Recoverable | Allocation key |
|---|---|---|
| Water (shared meter) | Yes | Pro rata floor area or number of occupants |
| Electricity common areas | Yes | Pro rata share |
| Collective heating | Yes | Individual meter or pro rata |
| Lift (maintenance) | Yes | Pro rata share |
| Waste / refuse | Yes | Per unit or pro rata |
| Common area maintenance | Yes | Pro rata share |
| Chimney sweeping | Yes | Per unit |
| Building insurance | No | Landlord’s responsibility |
| Co-ownership reserve fund | No | Landlord’s responsibility |
| Major repairs | No | Landlord’s responsibility |
| Property tax | No | Landlord’s responsibility |
See our full list of recoverable charges and non-recoverable charges.
The annual service charges statement
What the landlord must provide
The annual statement must be sent to the tenant within a reasonable time after the close of the financial year (generally 3 months).
| Element | Mandatory |
|---|---|
| Breakdown by charge category | Yes |
| Total actual charges | Yes |
| Total on-account payments made | Yes |
| Balance (to pay or refund) | Yes |
| Supporting documents available | Yes |
In case of overpayment
If the on-account payments exceed the actual charges, the landlord must refund the surplus to the tenant. In case of late settlement, see our guide on late regularisation.
[!tip] Practical tip A rental management software automatically calculates service charges per tenant and generates the annual statement with supporting documents.
Optimise service charges management
Rigorous calculation of service charges prevents disputes. Use a rental management software to automate tracking and statements. See the guide on on-account vs flat fee to choose the right mode.
Create your lease online with clear and precise service charges conditions.
Frequently asked questions
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Identify the recoverable charges (water, shared electricity, maintenance, lift, waste), calculate the tenant's share (often pro rata to floor area), and choose the invoicing method: on-account payments with an annual statement or a monthly flat fee.
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Only charges related to the use of the dwelling: water, shared electricity, collective heating, common area maintenance, lift, waste, chimney sweeping. Co-ownership charges not related to use (reserve fund, major repairs) are not recoverable.
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Yes, if the charges are invoiced as on-account payments. The landlord must provide a detailed annual statement with supporting documents. The tenant has the right to inspect the supporting documents. With a flat fee, no documentation is required.