What is a simplified property inventory?
A simplified property inventory is a condensed version of the standard document: it includes the mandatory fields (identification of both parties, address, date, meter readings, signatures) in a shorter format — 2 to 4 pages instead of 8 to 12.
This document retains its full legal value as long as it meets three conditions: adversarial signatures, precise room-by-room description, and utility meter readings at the time the property is made available.
A simplified inventory is not a sloppy one: it remains rigorous, it is simply more concise.
For comprehensive templates: property inventory templates.
When to use a simplified property inventory
1. Small properties
Studios, student rooms or small apartments (under 40 m2).
2. Short-term leases
10-month student lease, seasonal rental, temporary lease.
3. Unfurnished and simple properties
Empty properties with no complex technical equipment.
4. Pre-inspection
A preliminary walkthrough before the official inventory can be done using a simplified template.
Avoid using a simplified inventory for: furnished properties with extensive furniture, high-value properties, contentious landlord-tenant relationships, leases of 9 years or more.
Simplified property inventory PDF
The simplified inventory PDF is the print-ready version (A4, 2-4 pages).
Typical structure
- Page 1: identification of both parties, address, date, lease reference.
- Page 2: room-by-room description (3-column table: room / condition / observations).
- Page 3: utility meter readings (electricity, gas and water, with hot water if separate).
- Page 4: signatures, handwritten mentions and space for photographs.
Simplified property inventory Word
The simplified Word version (.docx) is the editable format. Useful for: adding your logo, removing irrelevant sections, customising clauses, creating a reusable template. Verify that all mandatory fields remain after editing.
Regional acceptance across Belgium
Wallonia
The simplified format complies with the Decree of 15 March 2018. Accepted if the document is adversarial and sufficiently descriptive. Must be annexed to the lease, signed by both parties, and completed within the first month of occupation.
Brussels
Equally accepted. Particularly common for the Brussels student housing market. See property inventory in Brussels.
Flanders
The Flemish Tenancy Decree (Vlaams Woninghuurdecreet) applies the same principle: descriptive quality matters more than document length.
At the national level, the Belgian Civil Code (Articles 1730-1731) applies regardless of format: written document, detailed room descriptions, both parties’ signatures, and a certain date. Unlike French law (loi Alur) which imposes a specific format, Belgium allows freedom of form as long as the content is descriptive and adversarial.
Simplified vs standard property inventory
| Criterion | Simplified | Standard |
|---|---|---|
| Number of pages | 2 to 4 | 8 to 12 |
| Room descriptions | Condensed (table format) | Detailed (paragraph format) |
| Furniture inventory | None or minimal | Detailed if furnished |
| Annexed photographs | 5-10 | 15-30 |
| Time to complete | 30-45 minutes | 1h30-3h |
| Legal value | Identical if adversarial | Identical |
| Ideal for | Studio, short-term lease | House, 9-year lease, furnished |
Procedure with a simplified template
1. Schedule the appointment
Set the date at key handover. Allow 30-45 minutes for a studio.
2. Walk through the property
Check floors, walls, joinery and equipment using the simplified grid.
3. Record meter readings
Note electricity, gas and water readings. Hot water separately if applicable.
4. Photograph key points
5-10 photographs of key areas and defects. These compensate for the conciseness of the written description.
5. Sign
Adversarial signature by both parties. Copy annexed to the registered lease.
See move-in property inventory and move-out property inventory.
Simplified inventory at move-out: is it needed?
At the tenant’s departure, a property inventory is essential for the return of the rental deposit. The simplified format can be used at move-out if the move-in inventory was also simplified — for consistency. Use the same template for both to ensure a coherent comparison.
In case of disagreement, the simplified format is not a disadvantage: descriptive quality and photographs take precedence over document length. You can hire an expert if the dispute persists.
See also: online property inventory — property inventory in Brussels.
Frequently asked questions
Same legal value as the standard format?
Yes, if adversarial, descriptive and signed by both parties.
For a 9-year lease?
Technically yes, but not recommended. Omitted details become problematic over time.
Accepted for deposit return?
Yes. The deposit is returned based on the move-in/move-out comparison, regardless of document format.
Furniture inventory needed for furnished properties?
Yes, even in simplified format. The furniture inventory is always required.
Different rules per region?
Not in principle. The simplified format is accepted in all three Belgian regions.