What should an inspection report include?

Updated July 29, 2026 · ImmoHabits

An inspection report must be "detailed": it describes, room by room, the state of floors, walls, ceilings, windows, doors and appliances, including any existing damage and defects. It also records the meter readings, the number of keys handed over, the date and the signatures of both parties. Photos are not legally required, but in practice they are the strongest form of proof.

Why does an inspection report need this much detail?

Belgian law requires a "detailed" inspection report (art. 1730 of the old Civil Code and the regional lease rules). A general phrase such as "the property is in good condition" has no evidential value: in a dispute, nobody can tell from it whether that scratch in the parquet was already there at move-in. The more precise the document, the smaller the room for discussion at move-out.

The room-by-room checklist

Walk through every room and describe at least:

  • Floors: material, condition, scratches, stains, loose parts
  • Walls and ceilings: finish, state of paint or wallpaper, cracks, damp patches, holes
  • Windows and doors: joinery, glazing, seals, locks, operation
  • Fixed equipment: kitchen units, worktops, sanitary fittings, taps, heating appliances
  • Electrical appliances: which are present and whether they work (oven, extractor hood, boiler, ...)
  • Existing damage: name every defect explicitly, however small

Do not forget the outdoor spaces: terrace, garden, storage room, garage and any common areas that belong to the rented property.

Meter readings, keys and administrative details

Besides the description of the rooms, the report records practical facts:

  • Electricity, gas and water meter readings, with the meter numbers (EAN codes)
  • The number of keys, badges and remote controls handed over
  • The address of the property and the identity of both parties
  • The date the report was drawn up and the signatures of tenant and landlord

The meter readings serve a double purpose: they are part of the property's state and you need them for the energy suppliers anyway.

What role do photos play?

Photos are not legally required, but they are by far the strongest evidence. A description like "10 cm scratch in the parquet, left of the door" becomes much more powerful with a dated photo next to it. Photograph systematically: every wall, every floor, every appliance and every existing defect in detail. With ImmoHabits the photos are even the starting point: the AI derives the room-by-room description from them and references the matching photos in the report.

The most common mistakes

  • Too vague: "in good condition" without per-room detail makes the document worthless.
  • Skipping rooms: a forgotten storage room or attic falls outside the evidence.
  • No date or signatures: without both signatures there is no adversarial character.
  • Drawn up too late: after the first month of occupancy the evidential value becomes contestable.
  • Not registered: the inspection report should be registered together with the lease.

Sources

Frequently asked questions

How many photos should an inspection report contain?

There is no legal minimum. Rule of thumb: every wall, floor, ceiling and appliance at least once, plus a detail photo of every existing defect. For an average apartment you quickly reach 50 to 150 photos.

Does every room need its own description?

Yes. "Detailed" means room by room. Storage rooms, garages, terraces and gardens that are part of the rented property belong in it too.

Are meter readings mandatory in the report?

They are not a legal validity requirement, but they are standard practice: they fix the consumption starting point and prevent discussions with energy suppliers.

Is there a mandatory template?

No. The law sets the substantive requirements (detailed, adversarial, dated and signed), not the format. A structured room-by-room report with photos qualifies.

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