The Security Deposit Return Letter is a crucial document used at the conclusion of a lease agreement in Belgium when returning a tenant's security deposit. It must comply with the Belgian Civil Code and regional housing regulations, which mandate specific requirements for deposit returns, including maximum timelines and proper documentation. This document is typically issued after the final property inspection and serves multiple purposes: it confirms the amount being returned, documents any deductions made, includes interest calculations as required by law, and provides a formal record of the transaction. The letter is particularly important in Belgium due to strict regulations regarding deposit accounts and return procedures, and it helps protect both landlords and tenants by providing clear documentation of the deposit return process.
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1. Letter Header: Date, sender's details, and recipient's details in proper business letter format
2. Property Reference: Clear identification of the rental property address and relevant lease agreement details
3. Deposit Amount Confirmation: Statement of the original security deposit amount and date received
4. Property Inspection Results: Summary of the final property inspection findings
5. Return Amount Details: Specification of the amount being returned, including any deductions if applicable
6. Bank Details Request/Confirmation: Reference to the bank account details where the deposit will be returned
7. Timeline Statement: Confirmation of the statutory timeline for deposit return in accordance with Belgian law
8. Closing: Formal closing, signature, and contact information for any queries
1. Deduction Itemization: Detailed breakdown of any deductions made from the deposit, with justifications - include when deductions are being made
2. Interest Calculation: Breakdown of interest earned on the deposit - include when interest is being paid out
3. Dispute Resolution Notice: Information about dispute resolution procedures - include when there are deductions or potential disagreements
4. Regional Compliance Statement: Specific statements required by regional housing codes - include based on property location
5. Previous Correspondence Reference: References to prior communications about the deposit return - include when there has been previous correspondence
1. Inspection Report: Detailed property inspection report documenting the condition at lease end
2. Photographic Evidence: Photos documenting any damage or issues affecting deposit return
3. Deduction Receipts: Copies of invoices or receipts supporting any deductions made
4. Bank Transfer Details Form: Form for tenant to provide or confirm bank account details for deposit return
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