Flatsharing in Belgium: 5 Essential Administrative Steps Not to overlook
Before moving into a flatshare, it’s crucial to understand the administrative procedures involved. From drafting the lease to registering your official residence, and arranging insurance, this article guides you through each step to avoid misunderstandings and start off on the right foot. Discover the key steps to a smooth and well-managed flatshare! 👇
Sharing a flat isn’t just about splitting rent: it also means anticipating the essential steps that structure shared living. A clear flatshare agreement sets out each person’s responsibilities, prevents misunderstandings, and ensures compliance with Belgian legislation. Registration, insurance, and a flatshare pact (in Wallonia) are just some of the key steps you shouldn’t skip. This article helps you draft a complete lease and prepare for your move into a flatshare 🏠
A well-drafted flatshare lease is vital to avoid any misunderstandings or conflicts between the landlord and tenants 💥
It establishes the basic rules of the flatshare, such as the rent amount, each person’s responsibilities, and practical arrangements for occupying the property. This contract protects the rights of both the landlord and the tenants and ensures the flatshare is managed peacefully for the duration of the lease.
A well-designed lease sets clear expectations and helps avoid problematic situations, such as disputes over rent or responsibilities in case of property damage.
Key Elements to Include:
1. Lease Duration
It’s essential to clearly define the length of the flatshare contract, whether for a few months, three years, or nine years ⏳
According to Belgian law:
- For a long-term lease (9 years), a three-month notice is required from any tenant wishing to leave the property.
- For a short-term lease (less than 3 years), both the landlord and the tenant must give three months’ notice. This must be sent by registered mail or delivered by hand with acknowledgment of receipt.
Make sure the lease specifies these notice terms clearly, as they may vary depending on the type of lease (e.g., joint liability flatshare, where each tenant may be held responsible for the full rent until the end of the notice period).
2. Rent Amount and Payment Terms
The lease should clearly state the rent amount and the payment arrangements: is the rent paid jointly by all tenants in one sum, or does each tenant pay their share separately? 💸
It’s also important to indicate whether the rent includes certain utilities (water, electricity, gas, internet), or if these are paid separately.
3. Division of Charges and Responsibilities
The flatshare lease may specify how expenses are split between tenants, including rent, monthly utility costs (water, heating, electricity, internet), and how common costs are managed.
It should also outline responsibilities regarding the upkeep of the property—especially shared spaces like the kitchen, living room, and bathrooms. This can include chores like cleaning, handling minor repairs, or responsibility for damage to shared property 🧹
Clear responsibilities in the lease help prevent confusion or disputes and ensure smooth flatshare management, with everyone knowing their obligations.
4. Managing Departures and Arrivals
A good lease should also outline procedures in case a tenant leaves. For example, what happens if someone moves out before the end of the lease—should they find a replacement or is that the landlord’s responsibility? 🤔
It’s also essential to define the conditions under which a new tenant may move in, to avoid confusion.
5. Joint Liability Clause (for joint leases)
If the flatshare lease is joint, this clause must be clearly explained ☝️
Under joint liability, each tenant is responsible for the full rent and charges—even if one tenant fails to pay their share.
So, if one person leaves and leaves unpaid rent behind, the others may be legally required to cover the full amount.
2. Ensure Proper Domiciliation
Domiciliation (official residence registration) is a legal requirement in Belgium 📍
Each person must be registered at the address where they live in order to be compliant with local authorities.
As a flatmate, it’s essential that each person in the flatshare is correctly registered at the shared address.
This step is crucial not only for tax reasons but also to receive official mail and complete legal processes such as voting registration, tax filing, or receiving official correspondence.
Steps to Follow:
- Register your residence at the local town hall
Go to the local administrative office of your municipality with proof of residence—such as a signed lease or flatshare contract—to register your new address. This must be done as soon as you move in or change address.
- Update your address in all official documents
Once registered, update your address on all administrative documents: ID card, bank account, tax return, and any other official matters (e.g., health insurance, bank, insurance providers, etc.).
- Ensure all tenants are domiciled at the flatshare address
It’s vital that everyone is properly registered at the same address to ensure your flatshare is officially recognized by the authorities and to avoid problems during inspections.
Special Note for Student Flatmates:
Students in flatshares are not required to register their official residence at the flatshare address ❌
They may remain domiciled with their parents and continue benefiting from family-based administrative and tax support.
However, they must be enrolled full-time at a Belgian university or school to qualify. This allows students to keep their primary residence with their parents while temporarily living in a flatshare during their studies.
3. Take Out a Tenant Liability Insurance Policy
In Belgium, each tenant is legally required to have tenant liability insurance 🔥
This insurance covers accidental damage caused by the tenant to the property (e.g., fire, water damage, explosions) and also damages to third parties:
- To the landlord, for damage to the structure or fittings
- To neighbors, if the damage spreads (e.g., water leak, fire)
- To other tenants, in case of damage to their personal belongings in the shared space
📌 Example: A faulty toaster causes a fire in the kitchen. The walls are scorched, furniture is damaged, and smoke reaches the neighbor’s flat. Without insurance, you’d be financially responsible for all damage—even to others.
Steps to Take:
- Take out insurance as soon as the lease is signed, before moving in.
- Choose a plan adapted for flatshares—some policies can cover all tenants with a single contract (e.g., Flora).
- Check the coverage: tenant liability, personal belongings, protection against theft or vandalism.
- Keep a valid insurance certificate—even if your landlord doesn’t ask for one.
📌 Tip:
Some insurers offer convenient app-based management, letting you add or remove tenants with one click—ideal for flatshares with frequent turnover.
Why is it important?
In Wallonia, a flatshare pact is now a legal requirement ⚠️
This document complements the lease and outlines each co-tenant’s specific rights and obligations.
It helps legally structure the flatshare relationship, reducing the risk of conflict. The pact is especially useful for managing shared responsibility and clarifying what happens in case of damage, departure, or a new tenant joining.
What to Include in the Pact:
- Division of responsibilities: Specifies common area maintenance, chores, and expense sharing.
- Solidarity between tenants: In case of non-payment or damage, each tenant may be held liable for the full amount.
- Arrival/departure procedures: Defines what happens when someone leaves or joins the flatshare.
- Sanctions for rule-breaking: Penalties may be included if a tenant fails to meet their obligations.
Steps to Follow:
- Write the pact 📄: It can be written by the tenants themselves or with professional help.
- Sign the pact ✍️: All tenants must sign it before moving in. This ensures everyone agrees on the rules.
- Give a copy to the landlord 🤝: While not legally required, landlords may request the pact for their records.
📌 Advice:
The pact is a great tool to set clear expectations. It protects everyone and helps ensure smooth cohabitation. Make sure everything is ready before moving in.
5. Be Prepared for Changes in Tenants
Flatshares are often fluid environments.
It’s common for one tenant to leave and be replaced. To avoid administrative, financial, or legal complications, it’s essential to anticipate and organize these changes from the start.
Steps to Follow:
- Update domiciliation: A departing tenant must notify the municipality and register their new address. Likewise, new tenants must officially register at the flatshare address.
- Adapt the lease:
- For individual leases, a new contract is required for each new tenant.
- For a joint lease, it may be necessary to sign an amendment or draft a new lease with the remaining and new tenants. Be clear about rent distribution and responsibilities.
- Update tenant insurance:
- Check that the policy still covers all tenants.
- Adjust the names or coverage if necessary—apps like Flora by Ethias make these changes easy.
- Reorganize shared expenses:
- Recalculate how utilities (water, electricity, internet, etc.) are split.
- Use shared budgeting tools or apps to keep track of payments and avoid missed contributions.
💡 Tip:
Include a clear replacement procedure in the lease (notice period, departure terms, approval of a new flatmate)—ideally in the flatshare pact (mandatory in Wallonia)—to simplify the process when the time comes.
Flatsharing can be a rewarding experience—if it’s well organized from the start. By taking time to draft a solid lease and complete essential steps like registration, insurance, and a flatshare pact (in Wallonia), everyone enters the arrangement with clarity and fairness. A well-thought-out lease means fewer conflicts and greater peace of mind. It’s better to plan ahead than to fix problems later: prepare properly, set it all down in writing, and enjoy your shared living experience.
Flora’s Cotenant Insurance is a Fire Insurance policy by Ethias SA. You can find the info sheet, general terms and conditions, as well as the segmentation criteria here.
The contract is concluded for a period of one year. Every year, this contract is automatically renewed on its expiry date for a subsequent period of one year, unless it is terminated by one of the parties in accordance with the terms and timeframes set out in the General Terms and Conditions.
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