The Rental Agreement Closure Letter is a essential document in Belgian property law, used when formally concluding a rental relationship between landlord and tenant. It serves as the final documentation of the lease termination process, incorporating requirements from both federal Belgian law and regional housing codes. This document should be used when a rental agreement is coming to an end, whether through natural expiration, mutual agreement, or other valid termination circumstances. The letter typically includes confirmation of the termination date, arrangements for final inspection, details about security deposit return, and settlement of any outstanding matters. It must comply with specific Belgian legal requirements regarding notice periods, property inspection procedures, and security deposit regulations, which may vary depending on whether the property is located in Brussels, Flanders, or Wallonia regions.
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1. Letterhead and Date: Sender's details, recipient's details, and date of the letter
2. Reference Information: Rental agreement reference number and property address
3. Subject Line: Clear indication that this is a rental agreement closure letter
4. Confirmation of Termination: Statement confirming the termination date and reference to prior notice if applicable
5. Final Inspection Arrangements: Details of the final property inspection date and process
6. Security Deposit: Information about the security deposit return process and timeline
7. Outstanding Matters: Statement regarding any remaining payments, utilities, or obligations
8. Handover Process: Details about key return and property handover procedure
9. Closing: Professional closing statement, signature block, and contact information
1. Damage Assessment: Include when there are specific damages to be addressed or deductions to be made from the security deposit
2. Utility Transfer: Include when there are specific requirements for transferring or closing utility accounts
3. Forwarding Address: Include when tenant needs to provide their new address for future correspondence
4. Early Termination Settlement: Include when the closure involves an early termination agreement
5. Maintenance Records: Include when there are specific maintenance issues to be documented
1. Property Inspection Report: Final condition report comparing current state to initial inventory
2. Utility Readings: Final meter readings for electricity, gas, water, etc.
3. Security Deposit Calculation: Detailed breakdown of any deductions from security deposit
4. Photographic Evidence: Photos documenting the final condition of the property
5. Handover Checklist: List of items to be checked during final handover
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