Avoiding disputes: the importance of timely descriptions of Belgian leases
Missing the legal period of one month for a listing puts 78% of landlords behind in future claims for damages and costs tenants an average of €1,200 more in case of disputes. Digital methods reduce the average processing time from 3 weeks to 48 hours, but many parties still underestimate the crucial importance of timing. This guide shows exactly why that first month is crucial and how you can never miss a deadline with modern tools.
What you'll learn in this article
- The legal one-month rule and the consequences if it is exceeded
- Why timing is critical to your legal position
- Digital solutions that enable placements within 48 hours
- Practical strategies for meeting deadlines despite busy schedules
The legal period
Why one month is not a guideline but a hard deadline
The legal framework of article 1730 of the Dutch Civil Code
The Belgian legislation is crystal clear: a description of the location must be drawn up within one month of signing the rental contract or at the start of the rental period. This period is not advice but a strict legal obligation with far-reaching consequences.
The exact calculation
- The period starts on the date of contract signing, not when keys are handed over
- No exceptions for weekends or holidays
- Only extension by a justice of the peace in case of proven force majeure
Why this strict deadline?
- Avoids strategic delays
- Fresh memories mean better documentation
- Clarifies obligations from the start
Regional nuances since 2019
Flanders
- One month rule confirmed
- Student contracts <12 months: simplified procedure within 2 weeks
- Digital location description = legally valid
Wallonia
- “Rappel obligatoire” after 2 weeks
- No reminder = no cost story on tenant
Bruxelles
- Deadline is absolute
- No validity of documents after they have been exceeded
The cost of delay
Why waiting costs money
Financial consequences for hosts
- Reversal of the burden of proof
- Average loss per dispute: €2,800
- Insurance Complications in case of missing location description
- Example: €12,000 renovation loss in Antwerp due to lack of evidence
Risks for tenants
- False certainty: increased guarantee, stricter selection
- Escalation: every scratch becomes conflict
- Reputational damage in a small rental market
Why that first month goes wrong so often
The psychology of procrastination
- Week 1—2: “We still have time”
- Week 3: Reality check + calendar issues
- Week 4: Panic and loss of quality
Practical obstacles
The agenda puzzle
- An average of 3.5 appointment attempts
- Expats & students often absent
- Evening/weekend appointments are limited
The expert bottleneck
- Peak periods: waiting time up to 4 weeks
- Urgent = +50— 100% costs
Technical complications
- Move not completed yet
- Keys not available
- Bad daylight in winter
Digital solutions
From weeks to hours
The transformation of the process
- Asynchronous documentation: no joint appointment necessary
- 24/7 availability: works at any time
- Integrated communication: automatic reminders & notifications
Concrete time savings in numbers
Traditional process (2020):
- Total: 19—47 days
Digital process (2025):
- Total: 1—2 hours of effective time
Legal validation of digital speed
- Ghent judgment (2024): digital location description within 48 hours = stronger than traditional after 3 weeks
- Cassation (2024): technological awkwardness is no excuse for exceeding the deadline
Practical strategies for timely processing
The golden 48-hour rule
Day 0
- Create an account
- Prepare a template
- Start a WhatsApp group
- Schedule an appointment
Day 1
- Send a reminder
- Share a checklist
- Expert pre-booking
Day 2
- Go/no-go decision
- Start documentation or confirm expert
- Fill in what is possible
The waterfall system
Priority 1: digital self-documentation
- 80% of cases
- Cost: €25—50
- Fully legally valid
Priority 2: hybrid solution
- Expert validates your preparation
- Cost: €75—150
Priority 3: traditional expert
- Only for complex buildings
- Cost: €200—500
Checklists and templates
Pre-contract checklist:
- Platform active, device charged, availability tuned
48-hour sprint checklist:
- Access to rooms, meter readings available, daylight scheduled
Monitoring deadline:
- Reminders active, escalation plan ready, progress tracked
Digital updates
Flexibility within the rules
Addenda and additions
Allowed changes (within 1 month):
- Forgotten details
- Corrections
- Extra photos
- Specifications
Procedure:
- Request + motivation
- Other party agreement
- New version with audit trail
Continuous documentation
Living document concept:
- Regular updates
- Photos with GPS & timestamp
- Complete communication log
Legal added value:
- Courts value ongoing registration
- Reduces disputes by 73%
FAQ: timing and deadlines
What if the keys are only handed over after 3 weeks?
The period starts with signing, not when the key is handed over.
Can force majeure extend the period?
Only in case of real force majeure. Agenda = no force majeure.
What about remote rentals?
Perfectly possible digitally. Video inspection is legally valid.
Does this also apply to vacation rentals?
Less than 3 months: more flexible rules, still recommended.
What if the other party does not cooperate?
Document attempts, send by registered mail, possibly proceed unilaterally.
Conclusion: time is literally money
The one-month period is crucial for your legal position.
Every day of delay increases the risk of conflict.
Digital tools allow you to draw up a legally valid document within 48 hours.
Your investment: €25—50 and 2 hours
Your protection: thousands of euros in avoided disputes
Get started in 48 hours. Use digital tools. Document thoroughly.
Your future self will thank you.
