When to use this template
This template letter allows the tenant to dispute a rental charges statement sent by the landlord. In Belgium, the landlord is required to provide a detailed annual charges statement and make supporting documents available to the tenant.
Common situations
- Abnormally high charges: the annual statement amount is significantly higher than previous years with no apparent justification (increase of more than 20% without works or change of supplier)
- Missing supporting documents: the landlord does not provide invoices, meter readings or the syndic statement to support the charges
- Charges not attributable to the tenant: the statement includes items that are the landlord’s responsibility (co-ownership reserve fund, major roof works, syndic fees for the landlord’s share, property tax)
- Calculation or allocation error: the allocation key between tenants is incorrect (e.g. allocation by thousandths instead of surface area, or error in the number of tenants)
- Double counting: certain charges appear both in the monthly provisions and in the final statement
- Fixed charges turned variable: the lease provides for fixed charges but the landlord issues a variable statement without an amendment
Legal framework
The legislation on residential leases requires the landlord to provide an annual charges statement and make supporting documents available. In Brussels, the Brussels Housing Code is particularly detailed regarding the landlord’s obligations concerning charges. In Wallonia and Flanders, the regional decrees provide similar provisions.
See our page on rental charges and our page on the rental deposit to understand the respective obligations of the parties.
Required information
The charges dispute letter must be well-argued and detail each contested item:
- Tenant’s identity: surname, first name, address of the rented property
- Landlord’s identity: surname, first name or company name, correspondence address
- Lease reference: date of signing of the lease, billing method for charges (provisions or fixed amount)
- Reference to disputed statement: date of statement, period covered (from [date] to [date]), total amount claimed
- Detail of disputed items: for each item, state the amount, the reason for the dispute and the correct calculation if applicable
- Request for supporting documents: explicit request to consult or receive copies of invoices, meter readings and syndic accounting documents
- Request for correction: new corrected statement excluding non-attributable charges, or refund of overpayment
- Response deadline: thirty days to respond and produce supporting documents
Types of disputable charges
| Charge | Attributable to tenant? | Legal basis |
|---|---|---|
| Common water, electricity | Yes | Occupancy charges |
| Boiler maintenance | Yes (routine maintenance) | Tenant’s obligation |
| Co-ownership reserve fund | No | Ownership charge |
| Major works (roof, facade) | No | Ownership charge |
| Common area cleaning | Yes | Occupancy charge |
| Property tax | No | Ownership charge |
| Building insurance | No | Ownership charge |
For automated management of charges and statements, use the BailBelgium platform.
Template letter
[SURNAME, First name of tenant] [Address of rented property] [Postcode, Municipality]
[SURNAME, First name of landlord] [Address of landlord] [Postcode, Municipality]
[Place], [date]
Subject: Dispute of rental charges statement - Period from [start date] to [end date]
Registered letter with acknowledgement of receipt
Dear Sir/Madam,
I acknowledge receipt of your rental charges statement dated [date of statement], covering the period from [start date] to [end date], for a total amount of [amount] euros, of which [amount] euros remain payable by me after deduction of provisions paid.
After careful examination of this statement, I dispute the following items:
1. [Disputed item - e.g.: co-ownership reserve fund]: amount of [amount] euros. This item constitutes an ownership charge that cannot be attributed to the tenant. The reserve fund is intended to finance future major works and is the exclusive responsibility of the landlord.
2. [Disputed item - e.g.: roof maintenance]: amount of [amount] euros. Roof works constitute structural repairs chargeable to the landlord, in accordance with Articles 1719 and 1720 of the Civil Code.
3. [Disputed item - e.g.: common water]: amount of [amount] euros. This amount is abnormally high compared to the previous year ([amount] euros in [year]) without any explanation having been provided. I request the production of the water supplier’s invoice and the meter reading.
In accordance with Belgian legislation on residential leases, I request that you:
- provide me with all supporting documents (invoices, readings, co-ownership syndic statement) relating to the disputed items;
- issue a corrected statement excluding charges not attributable to the tenant;
- proceed with the refund of any overpayment of [estimated amount] euros within thirty days.
In the absence of a satisfactory response within thirty days of receipt of this letter, I reserve the right to apply to the justice of the peace of the canton of [canton name].
Yours faithfully,
[Signature] [SURNAME, First name]
Enclosures:
- Copy of the disputed statement dated [date]
- Copies of previous years’ statements (comparison)
- Copy of the lease clause relating to charges
How to send
The dispute of a charges statement must be formalised in writing to constitute evidence:
- Registered letter with acknowledgement of receipt: essential to prove the date of the dispute and its content. In the event of proceedings before the justice of the peace, the registered letter demonstrates the attempt at amicable resolution
- Deadline: dispute within 30 days of receiving the statement. Beyond that, the dispute remains admissible but loses credibility
- Enclosures: attach a copy of the disputed statement, statements from previous years for comparison and any useful documents (meter readings, previous correspondence)
- Record keeping: keep the sending receipt, acknowledgement of receipt and a complete copy of the letter with its enclosures
If the landlord does not respond
If the landlord does not respond within 30 days or refuses to produce supporting documents:
- Send a formal notice by registered letter with a new 15-day deadline
- Apply to the justice of the peace for conciliation (free, no lawyer required)
- If conciliation fails, initiate substantive proceedings (court fees of approximately EUR 50)
Send your registered letter online directly from the BailBelgium platform.