Insurance claim in rental property: step-by-step procedure
How to handle a claim in a rental property in Belgium. Complete procedure: securing, declaration, expert assessment, compensation. Roles of the landlord and tenant.
Emergency response
When a claim occurs in a rental property (fire, water damage, storm, theft), the first priority is safety:
- Evacuate if there is danger (fire, gas leak, structural risk)
- Call emergency services if needed (112)
- Limit the damage: shut off water/gas/electricity as applicable
- Secure the premises: lock doors, cover broken windows
- Do not throw anything away: damaged items are evidence for the expert
Then immediately:
- Take photos and videos of all damage before any cleaning or repair
- Note the date, time and circumstances of the incident
- Identify witnesses if applicable
48-hour deadline
You have 48 hours from the discovery of the claim to notify your insurer. Beyond this deadline, the insurer may reduce or refuse compensation.
The declaration
Who declares what
| Party | Declares to | Content |
|---|---|---|
| Tenant | Own insurer | Claim details, contents damage, third-party liability |
| Tenant | Landlord | Notification of the claim (immediate, by SMS/email) |
| Landlord | Own insurer (non-occupant landlord insurance) | Building damage |
| Landlord | Building manager (if co-ownership) | Common areas involvement |
How to declare
- By phone: call your insurer’s claims hotline (usually 24/7)
- Online: most insurers have a claims portal
- By letter: registered letter if the amicable process fails
What to include
- Policy number
- Date, time and place of the claim
- Description of the circumstances
- List of damage (with photos)
- Contact details of third parties involved
- Police report number (for theft or vandalism)
The expert assessment
When is an expert sent?
- Small claims (below EUR 5,000): the insurer may accept a photo-based declaration without an expert
- Medium claims (EUR 5,000-25,000): the insurer sends an expert within 5-10 working days
- Major claims (above EUR 25,000): the expert comes within 48-72 hours
The expert’s role
The expert:
- Assesses the extent of the damage
- Determines the cause of the claim
- Estimates the cost of repairs
- Identifies the responsible party
- Issues a report for the insurer
Your rights
- You may request a counter-expertise if you disagree with the assessment
- You may hire your own expert (at your expense, unless the policy covers it)
- You must provide access to the property for the expert’s visit
The compensation
Timeline
| Step | Typical timeline |
|---|---|
| Declaration | Within 48 hours |
| Expert visit | 5-15 working days |
| Expert report | 2-4 weeks after visit |
| Compensation proposal | 1-2 weeks after report |
| Payment | 1-2 weeks after acceptance |
| Total | 6-12 weeks on average |
Compensation methods
- Repair costs: the insurer pays the repair invoices (minus the excess)
- Replacement value: for damaged items, based on replacement cost or depreciated value
- Cash settlement: the insurer pays a lump sum based on the expert’s estimate
If you disagree
- Contest the expert’s report in writing
- Request a counter-expertise
- If no agreement, refer to the Insurance Ombudsman
- As a last resort, take legal action before the courts
For managing claims alongside your lease, use our rental management software. For creating a lease with clear insurance obligations, use our online lease generator.