Key Collection and Inventory (Day 1 in Belgium)

- What you do: Meet the owner at the address of the Kot booked in Step 1.

- Required: Make an inventory (État des lieux / Plaatsbeschrijving). Take clear photos of any defects in the room before signing the receipt, so you can get your deposit back at the end.

This step is the most critical legal and financial moment when moving into a home in Belgium. The document you sign on this day will directly dictate whether or not you will get your deposit back when you leave.
Here are the essential aspects you need to know about this step:

What is the “État des lieux” / “Plaatsbeschrijving”?
It is an official document, mandatory by law in Belgium, that describes the exact condition of the room (kot) or apartment at the time you receive the keys.

- If a defect (a stain on the wall, a broken socket, a scratched window) is not noted in this document, Belgian law assumes that you received the room in perfect condition.

- Upon departure, the landlord can force you to pay for repairs for any defect not initially reported.

Strict rules for a proper viewing

1. Don’t rush: Landlords may be on the run, but you have the legal right to check every corner. Inspectors or landlords should write down everything you tell them.
2. Check utilities and fixtures:
- Turn on the faucets (check pressure and hot water).
- Flush the toilet.
- Turn on all the lights and test the outlets (you can use your phone charger).
- Open and close the windows and doors (check that they lock properly).
3. Inspect the included furniture: If you rented a furnished room, check the stability of the bed, desk and the inside of the cabinets (make sure there is no mold).
4. Check and record the meter readings: Write down the figures for water, gas and electricity (if they are individual meters) and make sure they are recorded in the document.

The importance of photos

- Take photos with a timestamp (date/time): Digital photos should be clear and include details (for example, a ruler or a finger next to a crack to show the size).
- Email them: Immediately after taking over, send the landlord an email with photos of all the defects found. This is irrefutable digital evidence in case of a dispute.

Legal grace period
In Belgium, if you notice a hidden defect in the first 10-15 days after moving in (for example, the heating does not work when the cold comes), you have the legal right to request an amendment/annex to the état des lieux contract. Send a registered letter or an official email to the landlord with the new findings.
To help you better prepare for this day, you want to know:

- How is the security deposit legally handled (bank vs. platform) in Belgium?
- What abusive clauses should you look for in the rental agreement before signing this inventory?
- How do you quickly translate the most important technical terms in the inventory document (which will be in Dutch or French)?