When to use this template

This joint letter template allows the landlord and the tenant to request the bank to release the rental deposit held in an individualised blocked account. This document is essential at the end of the lease, once the exit property inventory has been completed and the parties have reached agreement.

Common situations

  • Amicable end of lease: both parties agree to release the full deposit to the tenant after an exit property inventory with no issues
  • Agreed split: the parties have agreed on a partial retention (rental damage observed, rental charges arrears, ongoing regularisation) and the release of the balance
  • Bank requiring a letter: the bank does not have its own form and requests a letter signed by both parties
  • Supplement to the bank form: the bank has provided its own form, but the letter accompanies it to specify the split arrangements
  • Transfer to a new lease: the tenant remains in the same property with a new lease and wishes to transfer the deposit

The rental deposit held in an individualised blocked account is governed by the law on residential leases and by regional regulations. The bank may only release the funds on the joint instruction of both parties or upon presentation of a court decision from the justice of the peace. Interest is capitalised annually for the benefit of the tenant.

See our page on rental deposit release and our deposit return request template for situations where the landlord does not cooperate.

Required information

The deposit release letter must contain all the information needed to identify the account and the parties so that the bank can process the request without delay:

  • Landlord’s identity: full surname, first name, home address, national register number (if required by the bank)
  • Tenant’s identity: full surname, first name, new address after moving, national register number (if required)
  • Blocked account reference: full account number, name of the bank, branch or head office
  • Address of the rented property: precise reference of the property concerned (street, number, municipality)
  • Lease reference: date of signing and effective end date of the lease
  • Date of the exit property inventory: reference to the joint inspection carried out
  • Amount to be released: total amount (initial capital plus capitalised interest) and precise split between the parties if applicable
  • Transfer instructions: IBAN of the beneficiary or beneficiaries for each share of the split
  • Joint signature: handwritten signature of both parties with the mention “read and approved”

Points to note

If the final charges statement is not yet available (in a co-ownership, the syndic may take several months to close the accounts), the parties may agree to release the deposit subject to a provisional retention for later regularisation. Clearly state this reservation in the letter.

To manage the end of lease efficiently, use the BailBelgium platform.

Template letter

Joint request for release of rental deposit

For the attention of the Rental Deposits Department [Name of bank] [Address of branch or head office] [Postcode, Municipality]

[Place], [date]

Subject: Release of rental deposit - Blocked account no. [full account reference]

Dear Sir/Madam,

We the undersigned:

The landlord: [SURNAME, First name], residing at [full address], born on [date of birth], national register no. [number]

The tenant: [SURNAME, First name], currently residing at [full new address], born on [date of birth], national register no. [number]

Hereby inform you that the lease for the property located at [full address of the rented property], signed on [date of signing of the lease], ended on [end date of the lease].

The exit property inventory was carried out on [date] and the parties have agreed on the following allocation of the rental deposit held in the individualised blocked account no. [full reference]:

[Option 1 - Full release to the tenant:] We request that you release the full balance of the rental deposit (capital and capitalised interest) to the tenant, by transfer to IBAN account [tenant’s IBAN number] held at [name of tenant’s bank].

[Option 2 - Partial release with split:]

  • Amount of [amount] euros to the tenant, by transfer to IBAN account [tenant’s IBAN number], representing the deposit balance after deduction
  • Amount of [amount] euros to the landlord, by transfer to IBAN account [landlord’s IBAN number], in compensation for [specify: rental damage observed during exit property inventory / rent arrears for the month of [month] / charges regularisation]

We thank you for proceeding with this release at your earliest convenience and sending us written confirmation once the operation has been carried out.

Made in two original copies at [place], on [date].

The landlord: [Signature] [SURNAME, First name] “Read and approved”

The tenant: [Signature] [SURNAME, First name] “Read and approved”

Enclosures:

  • Copy of the exit property inventory dated [date]
  • Front and back copy of the landlord’s identity card
  • Front and back copy of the tenant’s identity card

How to send

The deposit release letter is sent to the bank as follows:

  • In-branch deposit: the quickest method is to submit the signed letter directly at the bank branch, with both parties present and carrying their identity card. Some banks allow on-the-spot signing of their own form
  • Registered letter: if the parties cannot go to the bank together, the letter is sent by registered mail with identity copies enclosed
  • Bank form: most banks (BNP Paribas Fortis, ING, KBC, Belfius) have their own standardised form. This template letter can accompany it or replace it if the bank does not have a specific form
  • No strict legal deadline: the request can be submitted as soon as the exit property inventory has been completed. The bank generally processes the request within 5 to 15 working days

See our other rental document templates and our registered letter online service for your formal correspondence.

Frequently asked questions