Preparing the lease

Create the lease from the selected candidate, choose between our text and yours, complete what the region requires and produce the document to sign.

Leases are in Properties and mandates › Leases. A lease always starts from a selected candidate: there is no “New lease” button.

The list of leases

The list shows the columns Property, Tenants, Start, Rent, Status and Modified. Click a row to open the lease.

All team members see and edit all the agency's leases.

Creating the lease from the selected candidate

1. Open the listing to let (Properties and mandates › Listings).
2. In the Applications card, on the row of the selected candidate, click Prepare the lease.

The lease opens. It takes from the mandate:

• the type of lease, the start date (the “available from” date), the rent, the method and amount of charges, the deposit in months, whether it is furnished and the reference rent;
• a default duration: 12 months for a short-term or student lease, 108 months (9 years) for the others;
• the sellers on the mandate as Landlords, in their order, and the candidate as tenant.

• There is only one current lease per listing. If a lease already exists for this candidate or this listing, that is the one that opens.
• In Brussels, if a previous lease exists on the same listing, its last rent is carried over into the pre-contractual information.
• If the candidate has not been selected: “First select this candidate.”

The lease record

The record is a single page, made of successive cards. At the top: the status, the region and the type.

• Each field is saved when you leave it: a tick “✓” confirms, or a message is shown below the field.
• Only a lease in Draft can be changed. Otherwise: “This lease can no longer be changed.”
• While a document is being produced, the page updates by itself.

The lease text: generated or uploaded

The The lease text card offers two choices.

Changing your choice deletes the document already prepared: it will have to be made again.

Uploading your lease

1. Choose Upload the agency's lease.
2. Click Choose the PDF and choose the file.

• Only a PDF is accepted, of 20 MB at most, and not empty.
• Replace the PDF uploads a new version; the old ones stay in the property's documents.
• If the lease is complete, the document to sign (your PDF followed by our signature page) is prepared straight away.

The fields required by region

For a generated lease, the Before generating card lists what is missing, or shows “Everything the region requires is present.”. The region comes from the property's postcode.

A party's identity is complete when it has:

• always: a name, an address and a town;
• for a company: its CBE number;
• for a person: their first name and, in Wallonia and Flanders, their date and place of birth.

To complete it, click Complete the record, next to “Identity to complete”.

For an uploaded lease, only these count: a landlord, a tenant, the type, the start date, the duration and the rent.

Durations and caps

The entry sections

The parties

1. In The parties, click Add a landlord or Add a tenant.
2. Look up the person in Search for a contact (the agency's contacts).
3. To remove a party, click Remove.

• There must be at least one landlord and one tenant: “At least one landlord and one tenant are needed.”
• A person can only appear once: “This person is already party to the lease.”
• In shared housing, each tenant has a Share of the rent (€ / month) field.

The terms

The fields: Type of lease (only the region's types are offered), Start date, Duration (months), Monthly rent excluding charges (€), Charges (Advance (yearly statement) or Fixed amount), Monthly expenses (€), Deposit (months of rent).

• In Brussels, as well: Reference rent (loyers.brussels) (€).
• In Brussels and Wallonia, as well: Breakdown of charges (private, common, calculation method).
• Below the fields: the last day of the lease and the deposit cap in the region.
• Changing the type automatically resets the duration for that type.

The property let (generated lease)

The fields: Rooms let and outbuildings, Meters (numbers, EAN codes) (Brussels, Wallonia) and the Furnished box.

• The energy certificate is read from the property file. If it is missing: “No energy certificate in the property file (mandate step 4).”
• In Wallonia, as well: Date of the energy certificate.

Clauses (generated lease)

• Pets: Allowed, With the landlord's consent or Not allowed. In Brussels, Not allowed is not offered.
• Special clauses: in Brussels, a clause forbidding domiciliation or pets is refused. This check is a safeguard: read through your clauses.

Shared housing pact

For shared housing in Brussels or Wallonia: Rules of the pact (split, damage, charges, arrivals and departures).

An entry that would make the lease less compliant is refused, with the list of problems: type not possible in the region, duration out of bounds, deposit above the cap, pets forbidden or forbidden clause in Brussels.

The PDF document

1. When nothing is missing any more, click Generate the lease (generated lease) or Prepare the document to sign (uploaded lease).
2. Wait for “Lease ready (text {version}).” or “Document to sign ready: your lease, followed by our signature page.”.
3. Click Open the PDF to read it through.

• As long as something is missing, the button stays inactive: “First complete what is missing.”
• Each generation creates a new version, without deleting the previous one.
• Any change to a generated lease makes its PDF out of date: click Generate again.
• On failure: “Generation failed: {erreur}”.
• The card gives the link to the Official explanatory note of the region, to attach to the lease.

Pre-contractual information (Brussels)

In Brussels, the landlord gives the prospective tenant, at the latest at signing, the essential information about the home. The Pre-contractual information card produces this document and records that it was handed over.

1. For a short-term lease, fill in Previous tenant's last rent (€) if there was a previous tenant.
2. Click Generate the document (the type, duration and rent are needed).
3. Wait for “Document ready.”, then open it with Open the PDF.
4. Hand it to the tenant.
5. Fill in Handed to the tenant on and How it was handed over (By email, In person or Other).
6. Click Record the handover.

• The application sends nothing to the tenant: it only records the handover. Send or hand over the document yourself.
• The handover date cannot be in the future.
• Without a recorded handover, the lease cannot be sent for signature (see Signing and registering the lease).