Inventory report: starting a tenancy with a clear record
A scratched floor, an incorrect meter reading, a missing key. Record these details at move-in, while everyone can inspect them together.
Arrange the inspection before moving day
Arrange the inspection while the property is accessible and rooms are not crowded with boxes. Allow time to test equipment. Landlord and tenant benefit from one shared record rather than separate lists. A template helps organise the visit, but ticking a box does not describe a room.
Which regional guidance applies?
In Brussels, regional guidance requires a detailed report with both parties before occupation or during the first month. In Flanders, the administration requires a detailed, dated and signed report no later than the first month. For Wallonia, consult SPW Logement’s guidance and templates. Use the links below to check the rules for your contract, especially where a specific rental regime applies.
Describe what you see in each room
Avoid a vague phrase such as “generally in good condition”. Fictional example: the living room has a five-centimetre scratch near the patio door, shown in photograph 12. That reference is easier to find later than an unlabelled photograph. Describe observed defects without guessing their cause or assigning responsibility. Record any equipment that could not be tested, along with meter readings and the number of keys handed over.
Keep a version everyone can find
Review the descriptions and reservations before closing the file. Any disagreement should remain identifiable; have it examined rather than hiding it behind a general phrase. Keep the final report with the lease and protect the original photographs. In Proprioo, attach records to the correct property and rental file. The software helps organise documents; it does not decide liability for damage or replace a professional assessment.
Région de Bruxelles-Capitale : état des lieux