Property condition report
Record the condition of your property before any dispute arises
Has a crack appeared in your wall since the neighbours started renovating? Or is there a dispute about damage at the end of a lease? Without proof of the prior condition, you are in a weak position. With a property condition report, you record that condition in black and white, in words and images. That way, everyone knows exactly afterwards which damage is new and which was already there.
TOPO4D draws up property condition reports before works, for rentals or sales, and for demolition or renovation. You receive a clear and detailed report that you can use in case of damage, a dispute or an insurance claim.
What is a property condition report?
A property condition report is an objective and detailed description of the condition of a property at a given moment. All visible defects and characteristics are noted and photographed, such as cracks, damp patches, damage and wear. The general condition of walls, ceilings, floors, joinery and building services is also covered.
Such a report is a snapshot. If you later compare it with a new inspection, you immediately see what has changed. That is why a property condition report is the reference document par excellence for damage claims and disputes between neighbours, contractors, tenants, landlords, buyers and sellers.
A property condition report is strongest when it is drawn up jointly (in the presence of all parties). All parties are invited and can have their comments recorded. By signing the report, they accept it as a correct representation of the condition.
Why is a property condition report important?
A property condition report offers much more than just a snapshot of a building. It creates clarity, protects all parties involved and is a valuable piece of evidence if a dispute arises later.
- Prevents disputes about damage: because the existing condition is accurately recorded in advance, it is easy to demonstrate afterwards which damage was already present and which only arose later.
- Strong legal evidence: a professionally drawn-up report can serve as an objective reference document in disputes, insurance claims or liability issues.
- Protection for rentals and sales: owners, tenants, buyers and sellers all have a clear description of the condition of the property at the time of handover.
- Extensive photographic documentation: in addition to a written description, the report contains clear photos of all relevant rooms and elements. This makes the findings clear and easy to compare during a later inspection.
Is a property condition report mandatory?
When moving into a rented home, a property condition report is mandatory. It protects the landlord, who can demonstrate any damage at the end of the lease, and the tenant, who can prove which defects or damage were already present at the start.
A valid property condition report is:
- Drawn up in time: before the property is occupied or at the latest during the first month of the lease.
- Joint: tenant and landlord (or their representatives) are present and agree with the content.
- Dated and signed: both parties sign the report.
- Detailed: the property is described in sufficient detail, including visible damage and defects.
- Registered: together with the lease agreement, the property condition report is registered with the FPS Finance within two months.
You may draw up a property condition report yourself or have it done by an independent expert such as TOPO4D. If both parties choose the same expert, the costs are usually shared. If each party appoints its own expert, each pays its own costs.
For construction works, renovations and property sales, a property condition report is not mandatory, but it is strongly recommended as objective proof of the existing condition.
When should you have a property condition report drawn up?
Property condition report at the start and end of a lease
At the start of a lease agreement, a check-in report is drawn up. At the end of the lease, a check-out report follows. By comparing the two, you can see which damage the tenant has to compensate. Normal wear and tear is not included. A neutral assessment thus ensures a fair settlement of the rental deposit, for both tenant and landlord.
Property condition report before works
Excavation, construction and demolition works or a major renovation can cause vibrations and damage adjacent properties. Think of cracks in party walls or subsidence. A property condition report before the start of the works records the condition of the surrounding buildings. After the works, a post-works condition report follows. By comparing both reports, you can objectively determine whether new damage has occurred.
Property condition report for a sale
There are often several months between signing the sales agreement and handing over the keys. Does the seller continue to live in the house for a while, or is it empty for some time? Then damage can occur during that period. A property condition report for a sale records the condition at the time of the sale. At handover, you can easily check whether the house is still in the same condition.
A different situation?
We can also help with demolition, disputes with neighbours or a series of properties along a construction site. Feel free to tell us what you need the property condition report for.
How we draw up your property condition report
01
Request
You contact us and we discuss which property is involved and what you need the property condition report for. We then schedule the site visit and invite all parties involved.
02
Site visit
A TOPO4D expert visits the property on site. They systematically describe and photograph every room and every facade. Cracks, damp patches and other defects are accurately recorded with their exact location and dimensions.
03
Report
We process all findings and photos into a clear and structured report. For a joint property condition report, all parties sign the report, after which you receive the final version.
How much does a property condition report cost?
A property condition report costs from €250 for an apartment and from €400 for a family home. For a large house or a property with outbuildings, expect from €500. For rentals, the costs are in principle shared, so tenant and landlord each pay half.
The price of a property condition report depends on several factors: the type of property, the size, the number of rooms, the location and the reason for the assignment. A report for an apartment takes less time than one for a large house with outbuildings.
An exact price for your property condition report?
Curious what a property condition report costs for your property? Request a no-obligation quote and receive a clear, tailored price.
They went before you
Why a property condition report by TOPO4D?
Independent expert
As an independent land surveyor, TOPO4D works completely independently of contractors, owners or insurers. This makes our property condition reports reliable and usable as evidence.
Legally sound
Our property condition reports are drawn up in a legally sound manner. You can use them as an official report of condition or findings, in damage and insurance claims, or as a technical report in legal proceedings.
Clear reports
We work room by room and facade by facade, with numbered photos for every finding. We measure cracks with their location and dimensions, so that a later comparison is easy and unambiguous.
Quickly on site
We work for private individuals, landlords, contractors and governments, for a single home or an entire series of properties. We come out across Belgium and can usually schedule an appointment at short notice.
Frequently asked questions about property condition reports
Who pays for the property condition report?
For rentals, tenant and landlord each pay half of the costs when they appoint an expert together. For a report before works, the client or contractor usually pays, as this protects them against unjustified damage claims. For sales, buyer and seller agree between themselves who bears the costs.
What should a property condition report contain?
A good property condition report contains at least:
- General details: address, date of the inspection and parties present.
- Reason: the reason for the report, such as works, rental or sale.
- Description per room or facade: walls, ceilings, floors, windows, doors and technical installations.
- Defects found: cracks, traces of damp, damage and wear, with their location and dimensions.
- Photographic file: dated and numbered photos that accompany the description.
- Comments and signatures of the parties involved.
Who carries out a property condition report?
For rentals, tenant and landlord may in principle draw up the report themselves. In practice, this is often not detailed enough to serve as evidence later. That is why most parties call on an independent expert, such as TOPO4D. An expert knows the correct procedure and is independent of all parties involved, which makes the report stronger in a dispute.
What if there is no property condition report?
For rentals, the tenant is presumed to have received the property in the condition in which they return it. This makes it very difficult for the landlord to charge for rental damage.
For works or sales, whoever claims damage must prove that the damage is new. Without a prior inspection, this is often impossible.
How long does a property condition report take?
That depends on the size of the property. The site visit for an average home usually takes a few hours. You then receive the report within an agreed period.
Need a property condition report?
Are works planned in your neighbourhood, is a lease starting or ending, or are you selling a home soon? Then it is best to record the condition of your property before any dispute can arise. TOPO4D comes out quickly and works accurately. You receive a report you can rely on if it is ever needed.
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