What is a termination letter?

A termination letter — or lease termination notice — is the written notification that ends a tenancy agreement in Belgium. It is the official document by which a tenant notifies their landlord (or their letting agency) of the termination of the rental contract.

To be valid, the letter must be:

  • Written and signed.
  • Sent by registered mail with acknowledgement of receipt.
  • Containing all mandatory mentions (identities, address, reference, date).
  • Sent within the legal notice periods.

The notice period varies depending on the type of lease: 3 months for a primary residence lease, 3 months for a short-term lease, and generally 2 months for a student lease.

For the complete termination rules, consult our guide on lease termination in Belgium.

Tenant lease termination letter: template to download

Our termination letter template is free and compliant with Belgian law. Three formats are available:

  • Ready-to-print PDF — to fill in by hand
  • Word (.docx) — customisable and editable
  • Online version via electronic registered mail

The template is updated with every legal change.

Template contents

The template automatically includes all mandatory mentions:

  • Full identity of the tenant and the landlord
  • Address of the property concerned
  • Lease contract reference
  • Date of sending
  • Desired end date (respecting the notice period)
  • Reason for termination (if required)
  • Closing formula and signature

Simply fill in the fields in brackets, print, sign and send by registered mail.

Mandatory mentions in the letter

To avoid any dispute, your letter must contain 7 key elements.

1. Identification of the parties

Full name and address of the tenant sending the letter, followed by the recipient (landlord or agency). For a lease in a company name, include the BCE company number.

2. Address of the rented property

Precise address of the property, including floor or apartment number if applicable. This address must match the one in the contract exactly.

3. Lease reference

Date the lease was signed, registration number with the FPS Finance if available. This reference proves it relates to the correct contract.

4. Date of sending and end date

Date the letter was sent + desired end date of the lease. The notice period starts on the 1st day of the month following receipt of the registered letter.

5. Reason (if required)

For a primary residence lease, the tenant does not need to give a reason for terminating the contract. For early termination with reduced compensation, stating a reason may be useful.

6. Notice period mention

Clearly state the notice period applied (3 months for a 9-year lease, 3 months for a short-term lease, etc.).

7. Handwritten signature

The tenant’s signature (or all co-tenants’ signatures if it is a joint lease). Electronic signatures via itsme or eID are also accepted.

Termination letter to a letting agency

A termination letter to a letting agency follows the same rules as a letter to the landlord directly. A few differences:

  • Recipient: the agency manager, not the final owner.
  • Acknowledgement of receipt: always request one, as the agency forwards the letter to the landlord.
  • Copy: keep a copy of the letter and the acknowledgement of receipt throughout the entire notice period.

The agency cannot refuse a compliant termination notice. If the agency is slow to respond, follow up in writing and request confirmation of receipt. In case of continued silence, the notice period still runs from the date attested by the postal service.

Special case: lease amendment for change of tenant

In certain situations (shared tenancy, departure of a single co-tenant, arrival of a new tenant), the solution is not a termination letter but a lease amendment.

An amendment is a document signed by the parties to modify the existing contract without terminating it. It must be:

  • Signed by all parties (landlord, incoming and outgoing tenants).
  • Registered with the FPS Finance within 2 months.
  • Clear about the effective date and the responsibilities transferred.

Lease templates and amendment templates are available in our library.

Other useful letter templates

In addition to the termination letter, other types of correspondence are useful during the life of a lease:

How to send the letter?

Three options for sending.

1. Standard postal registered mail

Drop the letter off at the Post Office with a request for acknowledgement of receipt. Keep the receipt slip. This is the most secure and widely recognised method.

2. Electronic registered mail

Some platforms offer online registered mail with legal proof. Cheaper than a physical registered letter, and equally valid.

3. Hand delivery

Possible but risky. If you deliver the letter in person, have the landlord countersign it with the date and the mention “received”. Without this, proof will be difficult in the event of a dispute.

What happens after sending?

After sending the registered letter:

  1. Notice period: starts on the 1st day of the month following receipt.
  2. Effective end of the lease: at the end of the notice period.
  3. Exit property inspection: scheduled before the move-out, ideally on the last day of the lease.
  4. Handover of keys: at the same time as the property inspection.
  5. Return of the rental deposit: after validation of the property inspection, within 2 to 6 weeks.

The exit property inspection is essential to trigger the return of the rental deposit. During the notice period, you remain liable for the rent.