What is a move-out property inventory?

A move-out property inventory is a document signed by both landlord and tenant at the end of a lease. It records the condition of the rental property at the time of return, any damage compared to the move-in inventory, utility meter readings (water, gas, electricity), and confirmation that keys have been returned.

This document forms the basis for the return of the rental deposit. Without a move-out inventory, it becomes very difficult for the landlord to claim repairs from the tenant.

For the general framework: property inventory guide.

When to do the move-out inventory

The ideal date is the last day of the lease, with key handover taking place at the same time. Three rules apply: the property must be empty, the property must be cleaned, and both parties must be present (adversarial procedure).

Schedule the appointment two to three weeks in advance to give the tenant time to prepare the property for inspection.

Step-by-step move-out inventory procedure

1. Prepare the documents

Gather the signed lease, the complete move-in inventory, invoices for any repairs carried out, a blank template and a camera.

2. Conduct the adversarial visit

Walk through the property room by room. Inspect floors, walls, ceilings, windows, doors, kitchen, bathrooms, technical installations and exteriors.

3. Compare with the move-in inventory

For each defect, distinguish: normal wear and tear (landlord’s responsibility), tenant damage (tenant’s responsibility), and latent defects (landlord’s responsibility if pre-existing).

4. Record utility meter readings

Note water, gas and electricity meter readings at the date of departure. Essential for closing energy contracts.

5. Sign and file

The document is signed by both parties. Each keeps a copy. A copy is sent to the bank to accelerate the release of the rental deposit.

Move-out property inventory template

Using a structured template avoids omissions:

  • Word template: customisable before printing.
  • PDF template: fillable by hand or printable.
  • Belgium-compliant PDF: version conforming to the Belgian Civil Code.

Download a property inventory template. The lease agreement may include specific clauses — review the lease to include any particularities.

Move-out inventory in Belgium: regional specifics

Wallonia

The move-out inventory in Wallonia follows the Walloon Decree of 15 March 2018. The adversarial requirement is mandatory. Some landlords hire a regionally accredited expert.

Brussels

The procedure is identical, often in bilingual FR/NL format. See property inventory in Brussels.

Flanders

The Flemish Tenancy Decree (Vlaams Woninghuurdecreet) governs the procedure with requirements similar to Wallonia.

Rental deposit and return after the move-out inventory

Three scenarios:

  1. No damage — full return of the deposit (2 to 6 weeks in practice).
  2. Limited damage — proportional deduction after mutual agreement.
  3. Significant damage — deposit release conditional on a written agreement or court decision.

The rental deposit is held in a blocked bank account in the tenant’s name. Mutual agreement of both parties is required to release the funds.

Disagreement on the move-out inventory: what to do

Disputes are common. Four resolution paths:

1. Amicable discussion

Engage in dialogue. Propose a compromise (shared cost of repairs).

2. Joint expert assessment

An expert jointly appointed by both parties. The report is not binding but carries significant weight in proceedings. Cost: 200-500 EUR, shared.

3. Mediation

Rental mediation services are available in Brussels and Wallonia (PCSW/OCMW, tenant associations). Free or low-cost.

4. Justice of the Peace

If the dispute cannot be resolved, the Justice of the Peace may order a judicial expertise, decide on the allocation of responsibility, or mandate the return of the deposit.

A thorough move-in inventory is the strongest asset before the court. Never sign under duress — prefer “with reservations”.

See also: online property inventory — simplified property inventory.

Frequently asked questions

Deposit return timeline?

2 to 6 weeks in practice. Unjustified delay is contestable before the Justice of the Peace.

Can the landlord do the inventory alone?

No, it must be adversarial. Registered letter invitation, then Justice of the Peace if the tenant refuses.

Can I refuse to sign?

Yes. Sign “with reservations” or do not sign. Contest in writing within 8 days.

Lease extension?

No new inventory needed. Only the definitive lease end triggers it.

Move-out inventory for a commercial lease?

Not strictly mandatory but strongly recommended. The lease may require it contractually.