Property Inventory Template: Free PDF and Word Forms Belgium 2026

Free PDF versions

Comprehensive PDF

Our standard property inventory PDF covers a typical property (3-4 bedrooms) with all standard rooms. A4 format, 8 to 12 pages. This PDF can be filled in manually or electronically before printing. Download and print in duplicate (one for each party).

Simple printable form

A simpler form exists for smaller properties (studios, 1-bedroom) or short-term rentals. Shorter but still compliant with legal requirements. See also our simplified property inventory.

House version

For houses with gardens, outbuildings and attics, an extended template includes specific sections: exteriors, garage, attic, boiler room. Also useful for properties with a pool or complex technical equipment.

Customisable Word template

A Word template (.docx) is useful for personalising the document before printing or electronic signature.

Advantages of the Word version

• Insert your logo or branding (agent, property manager).
• Add clauses specific to the lease agreement.
• Modify sections (remove rooms that do not apply).
• Save for reuse (next lease, different property).

How to use the Word template

1. Download the .docx file.
2. Open in Word, Google Docs or LibreOffice.
3. Fill in the details of both parties and the property address.
4. Adapt sections to match the actual rooms.
5. Print or export as PDF for signing.

After editing, review carefully to ensure all mandatory fields remain.

Move-in inventory form

The move-in property inventory is the most critical document. Key sections:

• Full contact details of landlord and tenant.
• Exact address of the property (building, number, floor).
• Date of the inspection and date of key handover.
• Room-by-room description: floors, walls, ceilings, joinery, equipment.
• Utility meter readings at the date of entry.
• Annexed photographs (dated).
• Signatures of both parties (with handwritten mention “read and approved”).

For the full procedure: move-in property inventory.

Special case: furnished property

For a furnished rental, the form must include a detailed inventory of furniture with the condition of each item. Photographs of every room and all furniture are essential. Our “furnished” template includes a numbered inventory annex.

Move-out inventory form

The move-out inventory form mirrors the move-in document and adds a “Move-out findings” column.

Recommended structure

Each line has three columns:

1. Condition at move-in (copy from entry inventory).
2. Condition at move-out (current findings).
3. Observations (tenant damage, normal wear, latent defect).

This structure makes it easy to distinguish attributable damage from normal wear and tear. Estimated repair costs can form the basis of any deposit deduction.

Signing the move-out inventory

Signing the move-out inventory constitutes acceptance of the findings. In case of disagreement, refuse to sign or sign “with written reservations”.

For dispute resolution options: move-out property inventory.

Power of attorney for property inventory

If you cannot be present, a power of attorney allows a representative (spouse, relative, real estate agent, leaseiff) to sign on your behalf.

Content of the power of attorney

Identity of the principal, identity of the representative, specific purpose (move-in or move-out inventory for property X), scope of authority, validity period, date and signature. A private deed is sufficient for a rental property inventory.

When to use a leaseiff?

If the tenant refuses to attend or communication has broken down, a leaseiff (huissier de justice) can produce a unilateral report. This is enforceable in court but does not carry the same weight as an adversarial inventory. Cost: 200-400 EUR. Use only as a last resort.

Mandatory fields in every property inventory form

If any of these fields is missing, the evidential value may be challenged before the Justice of the Peace.

Available downloads

All our templates are free, with no email required. Regularly updated for Belgian law compliance.

For lease templates: lease agreement. For the digital version: online property inventory. For Brussels: property inventory in Brussels. For an expert: property inventory expert.

How to fill in a property inventory form properly

Be precise and descriptive

Do not write “damaged wall” — write “diagonal crack of 15 cm in the south-east corner of the living room”. Precision protects both parties.

Photograph systematically

One photograph per defect noted, with a visible size reference. Photographs must be automatically dated.

Use neutral language

Avoid judgments (“very dirty”). Prefer factual descriptions (“10 cm mark”, “paint peeling over 0.5 m2”).

Check every meter

Note both the reading and the serial number. Verify there is no confusion over which meter belongs to the property (common issue in apartment buildings).

Never sign under pressure

If you are unsure, request 24-48 hours to review. A second visit is better than a hastily signed document.