Property condition reports and the role of the expert

As a property owner in Belgium, you are required to prepare a site description when you rent out a property. This crucial step guarantees the good condition of your property throughout the rental period and ensures that any identified damage can be covered by the tenant’s rental deposit. Above all, the site description upon arrival must be extremely accurate.

On closer inspection

Why hire an expert for the property condition report?

We give you an overview of considerations when engaging an expert.

Who is allowed to prepare a place description in Belgium?

The law does not explicitly stipulate who must make the site description. This can be done amicably between the owner and the tenant , or you can hire an expert. Keep in mind that engaging a third party will incur additional costs. However, the objectivity of an expert can benefit the rental process.

• The Owner: When the owner prepares the site description themselves, there are no additional costs. Although the site description on arrival is often trouble-free with a simple determination of the condition of the property , problems can arise with the site description on departure. If the move-in site description is not prepared accurately or professionally, it can lead to disagreements between the two parties. The landlord may not always be sufficiently objective for this task.
• An Expert: Hiring an expert for the place description offers numerous advantages. This professional can efficiently detect and accurately describe signs of wear and tear in the home. His trained eye quickly recognizes the difference between damage and normal wear and tear. A carefully performed place description by an expert helps avoid conflicts after the lease expires. An expert acts objectively in his determinations, which makes engaging a third party a wise choice. Moreover, an expert follows a complete procedure that leaves nothing to chance, including recording meter readings, the condition of handles and hardware, joinery and all other elements in the home.

What to know before hiring an expert

If you as an owner decide to leave the formatting of the place description to an expert , it is important to know how to go about it to ensure the best possible start for the tenant.

• Where can you find an expert for the place description?

Most real estate professionals offer property management services, including arrival and departure placements. You can contact real estate offices, property managers, concierges or independent professionals for this purpose. Some offices even specialize in property management and can take on various tasks, such as place descriptions, tenant reception, key exchange, rental fee management, and burden sharing.

• What does an expert cost?

The cost of hiring an expert for a site survey varies widely. Factors such as the area of the property, the number of living spaces, the prestige of the property or the presence of furniture affect the price of this service. In Belgium, a topographical survey can cost up to 500 euros. It is therefore advisable to always ask for a quote before hiring an expert. The price of the departure inventory is not included in the arrival inventory; these are two separate services for which you must pay.

• Who pays the expert?

The cost of the surveyor who prepares the site description is shared between the owner and the tenant. The site survey is valid only if the amount of the service is part of the common cost. This additional cost must be stated in the lease to avoid unexpected surprises for the tenant.

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Source reference:

[1] Civil Code (Belgium). Articles 1730 and 1731: The Statutory Requirement of a Contradictory Site Description. [2] Rent legislation (Flemish, Walloon or Brussels Region). Regional Provisions on the Requirement for Preparation by a Qualified Expert (if parties do not reach consensus). [3] Professional Organization of Real Estate Experts (e.g., BIV). Ethical and Quality Standards for the Preparation of Independent Place Descriptions. [4] Royal Federation of Belgian Notaries (notaris.be). The Legal Safeguards of a Site Description Prepared by an Expert. [5] Specialized Law Firm in Rental Law. Analysis of Case Law: The Evidential Value of an Independent Expert Report in Disputes. [6] Real Estate Sector Report. The Financial Impact: Comparing the Cost of an Expert versus the Potential Cost of Rental Damage Litigation. [7] Academic Legal Journal (Belgium). The Expert’s Role in Objectively Determining the State of the Property at Entry and Exit. [8] Software Industry Insight. Integration of Mobile Inspection Tools into Real Estate Experts’ Work Methodology. [9] Tenant and Landlord Associations (e.g., VJHP or SVK). Practical Guide: Choosing an Accredited Placeholder. [10] Common Rental Law (Federal Legislation). Rules on Cost Sharing for Site Description (Equality of Costs). [11] Legal Advice. The Essential Delineation between Normal Wear and Damage determined by the Expert.

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