How do you create a detailed location description?

A professional location description with the right photos and notes prevents 89% of all rental disputes and saves thousands of dollars in legal costs. Belgian courts only accept documents that comply with specific legal standards. This guide guides you step-by-step through creating a watertight location, with digital tools that simplify evidence collection.

What you'll learn in this article

The legal basis

What should be included in your document at least?

Mandatory elements under Belgian law

  1. Identification and context
    • Full address including floor and bus number
    • Names and national register numbers of all parties
    • Date and time of formatting (accurate to the hour)
    • Reference to the main lease agreement
    • Signatures from all attendees
  2. Systematic room layout
    • Logical order (from entrance to rear room)
    • Each room separately documented
    • Common parts listed separately
    • Outdoor areas included
  3. Technical installations
    • Heating system and thermostat
    • Electrical installation with fuse box
    • Sanitary facilities and pipes
    • Ventilation systems and hoods

Regional disparities in 2025

The art of legally strong photography

Basic principles for evidence-based photos

The 5 golden rules

  1. Overview for detail
    First overview photo, then close-ups with a reference point
  2. Natural light is king
    Shoot between 10 a.m. and 3 p.m. during the day, flash for dark corners only
  3. Systematic approach
    Clockwise, at least 4 corners per room
  4. Technical settings
    Resolution ≥ 2048x1536, date stamp on, RAW + JPEG in case of damage
  5. Context is crucial
    Use a yard/coin, shoot at 1.60 m eye level

What do you absolutely need to photograph?

Standard per room

Specific points of attention

Kitchen

Bathroom

Technical rooms

Digital photo organization tools

Automatic features

Practical tip: use a tablet instead of a smartphone for better annotation and visibility.

Effective notes: the backbone of your document

Use the correct terminology

Use legally binding terms:

Standard descriptive terms

For damage:

For state:

For colors:

Professional notes structure

Template by room:‍

Professional notes structure

Digital note-taking systems

Voice-to-text benefits:

Best practices:

Room-by-space approach

Complete checklist

Entrance hall and corridors

Often forgotten: bottom of the front door, videophone, name plate

Living and dining area

Kitchen

Bathroom and toilet

Bedrooms

Extra for children's rooms: stickers, safety windows

Technical rooms

Garage/storeroom:

Attic/basement:

Common mistakes and how to avoid them

Mistake 1: Too little detail

Solution: 15-20 points per room

Mistake 2: Poor photo quality

Solution: check on site, rephotograph

Mistake 3: Inconsistent terminology

Solution: use default list

Mistake 4: Forgotten elements

Solution: work with checklists

Mistake 5: Time pressure

Solution: 2-3 hours per inspection

FAQ: Frequently asked questions

How many photos are needed?

No legal minimum. Directive:

Can I use videos?

Yes, as a supplement. Photos remain mandatory. Use video for tests and panoramas.

What if the tenant does not agree?

Record disagreement verbatim in the document. State both views.

Do I have to use professional equipment?

A smartphone or tablet is sufficient with good lighting and resolution.

How long do I need to keep photos?

10 years after the end of the lease. Save the original format digitally.

Can I add things afterwards?

Within 1 month: addendum possible if signed by both parties.

Conclusion

Invest time for years of security

A thorough description of the place takes an average of 3 hours, but prevents years of discussions. Digital tools reduce time to 90 minutes and increase quality.

Treat every site description as an investment in conflict prevention: what you carefully register today will save you from legal headaches tomorrow.

‍

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.

Cost sharing in location descriptions: What Belgian tenants need to know

The cost distribution for location descriptions varies greatly from situation to situation, with the legal 50/50 rule often not true and tenants are sometimes unexpectedly presented with the full invoice. Digital alternatives can reduce these costs by up to 80%, but many tenants don't know their rights and options. This guide explains exactly when you have to contribute, how much it may cost and how you can make smart savings without running legal risks.

Try it today

Fed up with the cumbersome Word documents, or the sky-high prices of place description experts? Try Struqta today to easily and quickly provide your place description. Be surprised by the ease of use, it's child's play!

Get started for free
Or
Ask us your question