Template commercial lease termination

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The commercial lease termination letter must contain the following information. The absence of an essential item or insufficient notice maintains the lease for an additional 3-year triennial period:

• Tenant’s identity: full company name, legal form (SA, SRL, ASBL), registered office and company number (CBE). For a sole trader, surname, first name and national register number
• Landlord’s identity: name or company name, address. If the landlord is a company, state the name and registered office
• Lease reference: date of signing, initial 9-year duration, registration number at the Legal Security office and, where applicable, reference to successive amendments
• Targeted triennial expiry: specify whether it is the end of the 1st, 2nd or 3rd triennial period, with the exact expiry date
• Termination declaration: clear and unambiguous intention not to continue the lease beyond the triennial expiry. Reference to Article 3, paragraph 3 of the law of 30 April 1951
• 6-month notice period: explicit mention of the notice period with date calculations
• Start and end dates: precise dates, with the notice period running from the 1st day of the month following receipt of the registered letter
• Exit property inventory: proposal to organise the exit property inventory
• Fate of fit-out works: mention of fit-out works carried out by the tenant and their fate at lease end (removal or transfer to landlord according to contractual clauses)

For a commercial lease, accuracy of the information is particularly important as the financial stakes are often high. See our page on the commercial lease for detailed conditions.

Template letter

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

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

[Place], [date]

Subject: Termination of commercial lease at triennial expiry

Registered letter with acknowledgement of receipt

Dear Sir/Madam,

Pursuant to Article 3, paragraph 3 of the law of 30 April 1951 on commercial leases, I hereby notify you of my decision to terminate the commercial lease concluded between us on [date of signing of the lease], for the commercial premises located at [full address].

This notice is given for the end of the [first / second / third] triennial period, i.e. [end date of triennial period], subject to a six-month notice period running from the first day of the month following receipt of this registered letter.

I shall vacate the premises no later than [end date of notice period] and return the commercial property in a condition consistent with the entry property inventory, subject to normal wear and tear.

[If fit-out works were carried out:] The fit-out works carried out by me in the course of commercial operation will be [removed at my expense before departure / left on the premises in accordance with Article [number] of the lease].

I propose that we agree on a date for the exit property inventory and the formalities regarding the rental deposit in the final days of the notice period. I remain at your disposal for any further information.

Yours faithfully,

[Signature] [SURNAME, First name / Company name] [Capacity: manager, director]

How to send

The commercial lease termination is subject to strict formalities. Timing is particularly crucial as a delay of even a single day can commit the tenant for an additional 3 years:

• Registered letter with acknowledgement of receipt or bailiff’s writ: both methods are accepted under the law of 30 April 1951. The registered letter is more economical; a bailiff’s writ offers maximum legal certainty and is recommended for high-rent leases
• Mandatory 6-month deadline: the notice period must be fully elapsed before the triennial expiry. Concrete example: for an expiry on 1 September 2027, the registered letter must be received by the landlord no later than 28 February 2027. Plan to send at least 7 months in advance to secure the timetable
• Consequence of non-compliance: if notice is not given within the deadline, the lease automatically continues for a new 3-year triennial period. The tenant remains liable for rent throughout this period, with no possibility of interim termination
• Notification to the municipality: if the commercial lease is subject to specific municipal obligations (environmental permits, authorisations), also inform the municipality of the cessation of activity
• Record keeping: keep proof of sending and receipt for at least 10 years (commercial limitation). These records are essential in the event of a dispute before the justice of the peace

Send your registered letter online directly from the BailBelgium platform.