When to use this renewal request template

This template allows the commercial tenant to request the renewal of their commercial lease in accordance with Articles 13 et seq. of the law of 30 April 1951 on commercial leases. The right to renewal is a fundamental right of the commercial tenant that protects their business goodwill, provided that the deadlines and formalities prescribed by law are scrupulously observed.

Common situations:

  • End of the first 9-year lease: you wish to renew your lease for a new 9-year period on the same or market-adjusted conditions
  • Second renewal: you have been operating the business for 18 years and wish a third 9-year period. Location stability is essential for your clientele
  • Third and final renewal: beyond the 3rd renewal (36 years total), the landlord is no longer obliged to accept. This is your last opportunity for legal renewal
  • Change of conditions: you wish to propose a new rent (higher or lower depending on the market), extend your floor space or change your commercial activity
  • Protection of business goodwill: you have invested in fit-out, developed a local clientele and wish to secure the location that constitutes the value of your business

The request must be sent within a precise legal window: between the 18th and 15th month before the expiry of the lease. Outside this window, the renewal right is lost. See our page on the commercial lease and lease termination.

Document content

The renewal request must contain mandatory information prescribed by Articles 13 and 14 of the law of 30 April 1951. The absence of an essential item renders the request void, and the tenant loses their renewal right:

  • Tenant’s identity: full company name, legal form, registered office and company number (CBE). For a sole trader, surname, first name and national register number
  • Landlord’s identity: name or company name, full address. If the property belongs to several co-owners, the request must be addressed to each of them
  • Commercial lease reference: date of signing, initial 9-year duration, expiry date of the current lease and registration number at the Legal Security office
  • Desired renewal conditions: the tenant must state the conditions on which they wish to conclude the new lease. They may propose the same conditions or modified conditions (rent, charges, activity, floor space)
  • Proposed new rent: if the tenant wishes to change the rent, they must state the proposed monthly amount with justification (market trends, works carried out, inflation)
  • Description of the activity: precise description of the commercial activity carried out on the premises. If the tenant wishes to change their activity, this must be expressly stated
  • Mandatory legal notice: the law requires the verbatim reproduction of the sanction provided for in Article 14: “In the absence of notification of a response within three months, the landlord is presumed to consent to renewal on the proposed conditions”. Omitting this notice renders the request void

The absence of mandatory information is sanctioned by the nullity of the request, causing the tenant to lose their renewal right. See our page on the commercial lease and our document templates.

Template letter

[SURNAME / Company name of tenant] [Address of commercial premises / Registered office] [Postcode, Municipality] [Company number: CBE 0XXX.XXX.XXX]

[SURNAME / Company name of landlord] [Address of landlord] [Postcode, Municipality]

[Place], [date]

Subject: Request for renewal of commercial lease

Registered letter with acknowledgement of receipt [or by bailiff’s writ]

Dear Sir/Madam,

Pursuant to Articles 13 et seq. of the law of 30 April 1951 on commercial leases, I hereby notify you of my request for renewal of the commercial lease for the premises located at [full address of the property], concluded between us on [date of lease] for a period of nine years expiring on [expiry date].

Desired renewal conditions:

I wish to renew the lease for a new nine-year period on the following conditions:

  • Monthly rent: [proposed amount] euros [same as current rent / adjusted to market conditions]
  • Commercial activity: [description of activity]
  • Other conditions: [same as current lease / proposed changes]

I would remind you that the activity carried out on the premises is as follows: [description of commercial activity, e.g.: retail clothing, catering, bakery-patisserie]. This activity conforms to the purpose specified in the current lease.

In accordance with Article 14 of the law of 30 April 1951, I inform you that you have a period of three months from the notification of this request to communicate, by registered letter or by bailiff’s writ, your agreement, your refusal or your offer of other conditions. In the absence of a response within this period, renewal is deemed accepted on the proposed conditions.

I remain at your disposal for any discussion regarding the renewal conditions.

Yours faithfully,

[Signature] [SURNAME, First name / Company name]

How to send

The commercial lease renewal request is subject to mandatory formalities. Failure to comply with the sending window or mandatory information results in the permanent loss of the renewal right:

  • Registered letter with acknowledgement of receipt or bailiff’s writ: both methods are accepted under the law of 30 April 1951. A bailiff’s writ offers maximum security and is recommended for high-rent leases or strained relations with the landlord
  • Strict sending window (18th to 15th month): the request must be notified between the 18th and 15th month before the lease expiry. Concrete example: for a lease expiring on 31 December 2027, the request must be sent between 1 July 2026 and 30 September 2026. Outside this window, the request is inadmissible
  • Legal sanction notice: the letter must verbatim reproduce the notice prescribed by law: the landlord’s silence for 3 months constitutes acceptance of the renewal on the proposed conditions. Omitting this notice renders the request void
  • Landlord’s response: the landlord has 3 months to respond. They may accept, refuse (with or without grounds) or propose other conditions. In the absence of a response, renewal is deemed accepted
  • Record keeping: keep the proof of sending and receipt for the entire duration of the new lease (minimum 9 years). These documents are essential in the event of a dispute before the justice of the peace

Send your registered letter online directly from the BailBelgium platform.

Frequently asked questions