Move-in Property Inventory: Procedure, Template and Obligations 2026

Why is the move-in inventory mandatory?

The Belgian Civil Code has required a move-in property inventory since 2007. Four key reasons:

1. Tenant protection

Without a move-in inventory, the tenant is presumed to have received the property in good condition (Article 1731 of the Civil Code). This presumption means that any damage found at lease end will be attributed to the tenant.

2. Landlord protection

The initial record allows distinguishing normal wear from actual damage at the end of the lease. Without it, the landlord may be unable to claim any compensation.

3. Basis for the rental deposit

The rental deposit is held in a blocked bank account to cover potential damage. Its return depends directly on comparing the move-in and move-out inventories.

4. Legal recourse

In case of dispute at lease end, the move-in property inventory is the central piece of evidence presented to the Justice of the Peace.

When to do the move-in inventory

Option 1 — Key handover day

The ideal scenario: the tenant moves in and the inventory is conducted simultaneously. The property is still empty and fully accessible.

Option 2 — Within 14 days

If the key handover schedule does not allow an immediate inspection, the inventory may be completed within the first two weeks.

Option 3 — Heating season addendum

For a lease starting in summer, it is advisable to supplement the inventory when the heating is first switched on. A specific addendum then covers heating installations and related equipment.

Step-by-step move-in inventory procedure

For a thorough and legally sound document:

1. Schedule the appointment

Set the date with both parties. Allow at least 2 hours. Prepare a blank template, camera, tape measure and torch.

2. Walk through the property together

Room by room: floors, walls, joinery, equipment (taps, appliances, ventilation, heating).

3. Record utility meter readings

Note water, gas and electricity meter readings at the date of entry.

4. Photograph defects

For each defect, take a clear photograph with a visual reference (hand, ruler, dated newspaper).

5. Sign both copies

The document is signed by both landlord and tenant. Each keeps a copy, with one annexed to the registered lease.

The move-out property inventory page details the mirror procedure at lease end.

Move-in and move-out: are they two separate documents?

The move-in and move-out inventories are two distinct documents, drafted at different times. Each has its own legal value and its own signatures. Some leases attach a consolidated entry inventory that serves as the sole reference document throughout the tenancy.

Move-in property inventory template

Using a structured template avoids omissions:

• PDF version for printing (A4 format, comprehensive).
• Word version for customisation.
• Bilingual FR/NL version for Brussels.
• Simplified version for shared housing or short-term leases.

Download a property inventory template (move-in and move-out versions included).

The template must include at minimum: identity of both parties, property address, date, room-by-room description, meter readings, dated photographs, signatures.

No move-in inventory in Belgium: consequences

For the tenant

The absence of a move-in inventory activates the legal presumption: the tenant is deemed to have received the property in good condition. The rental deposit may be withheld at lease end.

Possible remedies: third-party witness statements, timestamped photographs taken at move-in, written exchanges with the landlord.

For the landlord

The landlord will be unable to prove damage caused during the lease if the tenant disputes the findings.

How to regularise?

If the lease is still ongoing, both parties may agree to hire an expert to record the current condition of the property. This is not as strong as a proper move-in inventory but better than nothing.

Hiring an expert for the move-in inventory

Hiring an expert is recommended for: high-value properties, long leases (9 years+), properties with complex technical equipment, and sensitive landlord-tenant relationships. Average cost: 150-750 EUR, shared between landlord and tenant.

See property inventory expert. For Brussels: property inventory in Brussels. For a digital version: online property inventory.