Preparing an efficient tenant transition
Checklist and procedure for a smooth tenant changeover in Belgium.
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Before the tenant’s departure
Checklist D-3 months
| Action | Timing |
|---|---|
| Confirm the end-of-lease date | D-3 months |
| Publish the rental listing | D-2 months |
| Organise viewings | D-2 to D-1 month |
| Select the new tenant | D-1 month |
| Draft the new lease | D-2 weeks |
Communication with the outgoing tenant
- Remind them of the move-out inventory date
- Remind them of their restoration obligations
- Communicate the procedures for returning the rental deposit
- Schedule the key handover
For publishing a listing, see our guide on rental management.
Move-out inventory
Preparation
- Reread the move-in inventory
- Prepare the comparison grid
- Arrange a camera and form
- Set the date with the outgoing tenant
Inspection points
| Element | Check |
|---|---|
| Walls and ceilings | Holes, paint, dampness |
| Floors | Scratches, stains, deterioration |
| Windows and doors | Operation, seals |
| Sanitary fittings | Taps, seals, limescale |
| Electrics | Switches, sockets, lighting |
| Heating | Operation, maintenance certificate |
| Exterior (garden) | Upkeep, fence condition |
Property restoration between tenants
Common interventions
| Intervention | Indicative cost | Duration |
|---|---|---|
| Professional cleaning | EUR 200-500 | 1 day |
| Paint touch-ups | EUR 300-800 | 1-2 days |
| Floor repair | EUR 200-1 000 | 1-3 days |
| Bathroom seal replacement | EUR 100-300 | Half a day |
| Electrical/gas check | EUR 100-200 | Half a day |
Who pays
Repairs due to the outgoing tenant’s damage are deducted from their rental deposit. Works due to wear and tear or improvements are the landlord’s responsibility.
For the distinction between major works and minor repairs, see our dedicated guide.
Welcoming the new tenant
Moving day: key handover
- Carry out a detailed move-in inventory
- Hand over keys and access badges
- Provide the co-ownership rules (if applicable)
- Share useful contacts (management agent, emergencies)
- Explain how equipment works
Documents to provide
- Signed and registered lease
- Move-in inventory
- EPC certificate
- Electrical compliance certificate
- Contact details of the landlord and management agent
First week
- Verify that the meters have been read
- Confirm the rental deposit has been set up
- Ensure the direct debit for rent is in place
- Be available for the new tenant’s questions
To create a compliant lease, use our online lease generator.