Water damage: who declares what?
Complete procedure in case of water damage in a rental property in Belgium. Who notifies whom, what documents to provide, declaration deadlines and role of the building manager.
The 5 steps in case of water damage
A water damage incident in a rental often involves multiple parties: tenant, landlord, neighbours, building manager, insurers. Here is the procedure to follow in order.
- Limit the damage: shut off the water supply, protect belongings. This obligation falls on the person present.
- Document: dated photos of the damage, the suspected source, damaged items. Keep damaged objects for the expert.
- Notify the landlord: within 24 hours, in writing (SMS, email, letter). Early notification by the landlord prevents worsening.
- Declare to the insurer: within 48 hours. By phone, online or by registered letter.
- Complete the amicable report: if a neighbour is involved, complete the amicable report together.
Who declares to whom: responsibility chart
| Who | Declares to | Deadline | Subject |
|---|---|---|---|
| Tenant | Their insurer | 48h | Claim + contents damage + third-party liability |
| Tenant | Landlord | Immediately | Notification of the claim |
| Landlord | Their insurer (non-occupant landlord insurance) | 48h | Building damage |
| Landlord | Building manager | 24h | If common areas involved |
| Affected neighbour | Their insurer | 48h | Damage suffered + recourse |
The landlord must declare even if the claim is covered by the tenant’s insurance. Their non-occupant landlord insurance may intervene as a supplement.
In a rental, there are always at least two declarations: the tenant’s to their insurer and the landlord’s to theirs. Do not rely on the other party to declare on your behalf.
Documents to provide
For the tenant
- Dated photos of damage (before cleaning)
- Copy of the lease
- Valid insurance certificate
- Amicable report if a third party is involved
- Invoices for damaged items (if contents covered)
- Repair quotes (if requested by the insurer)
For the landlord
- Photos of building damage
- Plumber’s or expert’s report
- Repair quotes
- Copy of the lease and property inventory
- Tenant’s insurance certificate (to be requested)
A rental management software centralises all these documents and facilitates claim file tracking.
Role of the building manager in co-ownership
If the property is in co-ownership, the building manager plays a central role:
- They coordinate interventions between the different affected units
- They declare the claim to the co-ownership insurance if common areas are affected
- They appoint the expert for the co-ownership to assess structural damage
- They follow the file with the various parties’ insurers
The tenant does not need to contact the building manager directly — it is the landlord’s responsibility. But if the damage originates from common areas (common water pipe, roof), it is the co-ownership insurance that intervenes first.
For more information on the distribution of responsibilities, consult our guide on tenant home insurance or the one on water damage in rentals.