Why a formal letter?

Writing a lease termination letter requires precision and care. Whether you are a tenant, a landlord or a party to a commercial lease, the letter must contain specific mentions and be sent in a legally prescribed form. This guide explains how to terminate a lease properly, with 3 free downloadable templates (tenant, landlord, commercial) and concrete examples.

In Belgium, lease termination can only be effected in writing. A text message, email or verbal statement is not sufficient. Two reasons:

  1. Legal proof: the letter establishes the date of the termination and confirms the notice period.
  2. Legal obligation: article 1736 of the Civil Code requires written form for giving notice.

A registered letter is the recommended method. Its date of receipt triggers the standard 3-month notice period. Without registered mail, it is virtually impossible to prove the exact date of notification.

For the substantive rules: lease termination guide for Belgium.

Mandatory mentions

Every lease termination letter must contain 8 key mentions.

1. Full identity of the parties

Full name and address of the signatory (tenant or landlord). For a lease in the name of a company, the BCE company number is required.

2. Address of the rented property

Full address of the property, including floor or apartment number where applicable.

3. Lease reference

Date of signing of the lease and registration number with the FPS Finance, if available. This reference avoids any ambiguity about which lease is concerned.

4. Type of lease

Specify whether it is a primary residence lease, a residential lease, a commercial lease or a short-term lease. The rules differ depending on the type of contract.

5. Date of sending

Exact date of dispatch. This date determines the notice period calculation.

6. Reason (if required)

For a tenant on a 9-year lease, no reason is needed. For a landlord, the legal ground must be stated (personal occupation, renovations, or no reason with compensation).

7. Notice period mention

State the notice period that applies and the expected end date of the lease.

8. Handwritten signature

The letter must be signed. An advanced electronic signature (itsme, eID) is accepted.

3 downloadable templates

We offer 3 templates tailored to each situation. All are free and compliant with Belgian law.

Template 1: tenant letter

For a tenant terminating a lease in Belgium, our template covers primary residence leases (9-year) and short-term leases. It includes the relevant compensation provisions.

Download: tenant termination letter.

Template 2: landlord letter

For a landlord terminating a lease, our template covers the 3 legal grounds: personal occupation, major renovations, and no reason with compensation. Compliant with the Walloon decree, the Brussels Housing Code and the Flemish Woninghuurdecreet.

Download: landlord lease termination letter PDF.

Template 3: commercial lease letter

For a commercial lease, specific rules require a minimum 6-month notice period. The template includes the relevant eviction compensation provisions.

Concrete example: tenant letter for a 9-year lease

Here is what a standard letter looks like for a tenant terminating a primary residence lease:

[Tenant’s full name] / [Tenant’s address] [Landlord’s full name] / [Landlord’s address] [City], [Date] Subject: Termination of lease agreement — [Property address] Dear Sir/Madam, I hereby give you notice of termination of the lease relating to the property at [Full address], signed on [Date of signing]. In accordance with the 3-month notice period for a primary residence lease, the lease will end on [Calculated end date]. We can arrange a date for the final property inspection and handover of keys. Yours faithfully, [Signature]

This template can be adapted to your situation. The downloadable templates cover additional cases (shared housing, commercial lease, etc.).

Sending: 3 methods

1. Standard registered post

Sent at the post office with acknowledgement of receipt. The notice period runs from the 1st day of the month following receipt. Cost: approximately EUR 7-9 depending on weight.

2. Electronic registered mail

Via bpost (eBox, Zendreq) or other recognised services. Same legal value, lower cost, faster delivery. Send a registered letter online.

3. Bailiff’s writ

For highly contentious cases: served by a bailiff. More expensive (EUR 150-250) but provides ultimate proof of notification. Useful when the recipient refuses registered mail.

Notice period calculation and end date

The 3-month notice period starts on the 1st day of the month following receipt of the letter.

Example: registered letter received on 15 March -> notice period from 1 April to 30 June -> lease ends on 30 June.

Rent remains due throughout the notice period (approximately 3 months’ rent for a 9-year lease), even if the tenant vacates earlier. The rental deposit is returned after the final property inspection, provided there is no damage.

Disputes and evidence

In the event of a dispute over the validity or date of the termination, keep the following:

  • Copy of the letter sent.
  • Postal acknowledgement of receipt or electronic registered mail certificate.
  • Proof of payment for the registered mail.
  • Copy of the original lease.
  • Entry and exit property inspection reports.

These documents are essential before the Justice of the Peace.

Other useful templates

For situations other than termination:

  • Lease agreement template Belgium: for creating a new lease. See our template library.
  • Lease amendment template Belgium: for modifying an existing lease without terminating it (change of tenant, rent revision). See lease registration.
  • Amicable termination during the lease: a written mutual agreement avoids notice periods and compensation. See mutual agreement.

In shared housing, each co-tenant may give notice individually. See shared housing lease termination.

Termination hub · Lease 3-6-9 · By the tenant · Lease templates · Exit property inspection · Rental deposit · Justice of the Peace.