Commercial Lease Monitor

Our online tool for the indexation, payment tracking and deadline monitoring of Belgian commercial leases. Take your lease to hand, enter its details below and click Calculate. Some fields are required, others are optional.

What is the Commercial Lease Monitor?

The Commercial Lease Monitor is a contract monitoring tool developed by Handelshuurloket with which you can easily follow up your commercial leases.

Is it free to use?

The tool is free to use, without obligations.

What are the features?

Below is some of what the tool does:

  • Periods & due dates — Automatically calculate various key dates: the notice periods (both tenant and landlord), the annual due dates and indexation moments, the windows for rent review and lease renewal, the period for posting of notice, and the end of the lease.
  • Rent indexation — Automatically calculate the indexed rent on each anniversary in accordance with the statutory index.
  • Payment overview — Keep track of payments and automatically draw up an always up-to-date statement of the rent arrears, with (optional) application of interest and a penalty clause. The tool supports fixed, turnover-based and annually varying rents.
  • Complete lease file — Collect all important information about your lease in one central place, such as the parties (with reusable contact records), the address, special clauses and formalities, the schedule of condition, the rent deposit, the surety and the charges & property tax.
  • Competent court and public prosecutor’s office — Automatically determine the competent court (in the event of disputes) and public prosecutor’s office (among other things for criminal complaints against squatters), with contact details.
  • Export & share — Export important due dates to your calendar (.ics), and share important information as a pdf, a link, or a file. You can also share your lease online with a lawyer from Handelshuurloket in order to obtain assistance remotely.
  • Etc. — The Commercial Lease Monitor is to date still being developed further!
How do I use the tool?

Have your lease to hand and enter the details of your lease below. Some fields are mandatory, others are optional.

After completing the fields you select ‘Calculate’. Several accordion menus appear, each with a different function. Most accordions are interactive.

Can I book a demo or assistance with entering my lease?

Certainly. If you would like a word of explanation about the functions of the tool, or if you wish to be assisted in entering your lease, schedule a free online demo here (15 minutes).

Can I share feedback or suggestions (e.g. new functions)?

Of course, with pleasure. Suggestions or feedback are always welcome and can be shared here.

Have you already saved a contract? Log in to view your contracts. Log in

Commercial Lease Monitor

A commercial lease stands or falls on time limits: a notice sent too late, an indexation nobody applied, interest never calculated. You record your contract once, as tenant or as landlord; the Commercial Lease Monitor calculates and alerts you.

Time limits. All due dates on a single timeline — notice, lease renewal, rent review, posting, indexation and end date — with a free e-mail alert for each due date.

Verification. Was the notice or application given or submitted in time, and was it valid? The tool checks this.

Payments. Rent instalments due with default interest and penalty clause, payments allocated automatically, index figures retrieved and applied automatically.

Competent authorities. The courts in civil and in criminal matters, at first instance and on appeal, the public prosecutor, the investigating judge and the registration office.

Your file. Parties, rent deposit, guarantee, costs, sublease, schedule of condition and formalities in one place, together with your documents. You can save, share and export.

Capacity (required)
Determines the perspective from which you view and save the contract.
First choose ‘Are you the tenant or the landlord?’.
Refine your role. Are you a party to the head lease or to the sublease?
Due dates (required)
The most recently commenced period (the original lease or a renewal). It may already have expired.
Determines whether the landlord’s notice dates (1 year before each three-year period) are shown.
First choose ‘Which is the most recently commenced lease period?’.
The start date of the most recently commenced period: that of the original lease or that of a lease renewal (see the question ‘Which is the most recently commenced lease period?’).
First choose ‘Which is the most recently commenced lease period?’.
The statutory minimum duration is 9 years. Use the arrows to increase or decrease the duration. If you enter a lower value, it automatically jumps to 9. The tool calculates up to 99 years at most.
The date used to determine which time limits have already expired. If you leave it blank, we use today’s date.
Payment overview & Indexation (optional)
A fixed rent that stays the same throughout, a fixed rent that varies from year to year (e.g. progressive, degressive, or with a rent-free period), or a variable rent based on turnover (with or without a fixed part).
Determines the payment overview: how many months apart a payment row appears.
Determines which month the agreed payment day counts against: is the ‘Xth of the month’ the Xth of the calendar month, or the Xth of the contract month? The choice also determines how the payment overview divides the months: with a calendar month and a start in mid-month, the first (and the last) month is charged pro rata per day.
€
First choose ‘What type of rent?’.
The original base rent as laid down in the lease, not the indexed base rent.
First choose ‘When is the rent paid?’.
The rent must be paid by that day at the latest (that day included). In the event of late payment, default interest and damages may be due.
Without an indexation clause, the rent cannot be index-linked. If you choose ‘No’, the Indexation section is struck through and a message states that indexation is not possible.
By law this is the month before the signing, not the month before the lease commences. That rule is a mandatory ceiling: a contractual derogation (e.g. the month before the lease commences) applies only in so far as it is more favourable to the tenant.
Determines which index applies (health index or consumer price index) and which index base year. For the timeline this field is optional, but without this date the Indexation accordion cannot calculate.

Commercial Lease Monitor

Select a tool below and expand it to see the details.

👤Parties and address

Enter the address of the premises and the parties to the contract. Link and save the contact records as tenant or landlord. There may be several tenants or landlords. This data is saved together with the contract.

1Address of the premises
Street name
Number
Postcode
Municipality
2Parties
Landlord(s)
Tenant(s)
Subtenant(s)
📄Clauses and formalities

Provisions and formalities of the lease agreement. This data is saved together with the contract.

1Registration
2Right of pre-emption or right of first offer
3Purchase or sale option on the premises
4Waiver of the right to refuse renewal
📋Schedule of condition

A schedule of condition describes the state of the premises on entry and/or on exit. To avoid any dispute about the state of the premises, it is advisable to draw one up. This data is saved together with the contract.

1On entry
2On exit
📎Documents (under construction)

Store the lease itself, a schedule of condition, a formal notice of default or an addendum here, so that all the documents stay with the calculation. PDF and Word files (.docx) are accepted. Only you can see these documents.

🔒Deposit

The rent deposit provided by or for the tenant. This data is saved together with the contract.

🛡️Guarantor

A guarantor who undertakes to pay when the tenant defaults. This is separate from the rent deposit. This data is saved together with the contract.

💵Costs & property withholding tax

The arrangement of costs and the property withholding tax. This data is saved together with the contract.

Property withholding tax
Costs and charges
Reletting indemnity
📅Due dates
Landlord notice
Tenant notice
Rent review
Renewal
Posting of notice
Viewing
This name appears in every calendar entry, so that you can tell which deadlines belong to which lease. It is separate from the lease name at the bottom (used for saving) and is not stored.
€Indexation
€Payment overview

Keep track of which rent is due, paid and still outstanding. Payments received are automatically allocated to the oldest outstanding period. The amounts are pre-filled with the (indexed) rent and remain adjustable per period. How often a payment row appears follows from your answer to the question « When is the rent paid? » at the top, not from the periodicity next to the base rent.

1Indexation
The amounts due automatically follow the Indexation accordion: for each anniversary you indicate there whether the rent was actually indexed, and those amounts are used here. Enter them or retrieve them with the Statbel button.
2Interest
Applies in the event of late payment.
3Penalty clause
🔑Sublease and assignment of lease

Do you wish to hand over your premises — by subletting (you remain the tenant yourself, but allow a subtenant in) or by assigning your lease (an assignee takes your place)? This checker guides you through articles 10, 11 and 11bis of the Commercial Lease Act.

Starting point. Under the general law of lease (art. 1717 former Civil Code) you are in principle free to sublet or to assign, unless the agreement prohibits it. If there is no prohibition, the special formal requirements of art. 10 do not apply.

Assignment is not the same as subletting. In the case of an assignment of lease accompanying the business, the assignee becomes the direct tenant of the head landlord (art. 11, I). In the case of a sublease, the subtenant only obtains a derivative right of renewal (art. 11, II), without automatically becoming the direct tenant. In both cases the original tenant remains jointly and severally liable until the end of the initial lease (art. 11, III), unless the landlord expressly releases him.

1Your situation
🔄Lease renewal
2Was the lease renewal requested in time and in the correct form?

Enter the date on which the request was PRESENTED to the landlord — the date of service for a bailiff’s writ, and the day the postal service presented the letter at his address for a registered letter. The three months in which he must reply run from that day. Notice must be given no earlier than 18 months and no later than 15 months before the end of the current lease. Check below whether the application was made in time.

📣Notice by the tenant

Enter the date on which the tenant gave notice. Notice for the end of a three-year period must be given at least 6 months in advance. Check below whether the notice was given in time.

The right to give notice belongs to the tenant by operation of law. It therefore does not have to be written into the agreement (unlike what is required for the landlord).

€Rent review

Enter the date on which the rent review was requested. A review is only possible in the 3 months before a new three-year period. Check below whether the request was made in time.

A rent review can produce either a higher or a lower rent: the revised rent follows the normal rental value, which may have risen or fallen compared with the current rent.

€Eviction indemnity (under construction)

Calculates the flat-rate indemnity for eviction where the landlord refuses the lease renewal. Choose the situation and enter the monthly rent actually paid.

On what ground does the landlord refuse the renewal?
In the case of subletting, the court may deduct all or part of the sublease rent received from the rent that serves as the basis.
⚖️Competent authorities

Find the territorially competent courts, the public prosecutor’s office and the investigating judge, and the registration office for your lease. Search by postal code or by municipality. If that municipality has several cantons or registration offices, the street is needed as well.

🔔E-mail alerts

Reminders by e-mail. Save this contract and we will notify you automatically by e-mail, a set number of days before the due dates you tick below. That way you will not miss a single deadline — there is no need to keep the tool open. Enter your e-mail address, tick the due dates you want and choose for each one how many days in advance you wish to be notified.

days in advance
days in advance
days in advance
days in advance
days in advance
days in advance
A reminder of your own for a date the tool does not calculate automatically — e.g. the final date for exercising a purchase option, etc. Give a description and the date, and we will send you a reminder for that in advance as well.
These settings are saved together with the contract (via the ‘Save online’ button at the bottom). After that everything runs automatically: the system checks each day which reminders need to go out, based on the calculated due dates. If you do not save the contract, nothing is sent.
💾 Save contract in your online account

© Handelshuurloket — all rights reserved. This calculator was developed by Handelshuurloket and automatically calculates time limits on the basis of the Commercial Lease Act of 30 April 1951. The tool is protected by copyright in all its components: the entire source code in every form, the underlying calculation and decision logic and the formulas used, the construction and wording of all texts, explanations and warnings, the structure, the design and the data models, and the selection and arrangement of the legal information. Unauthorised use, reproduction, distribution, publication, adaptation, translation, decompilation or derivative use of this tool or of parts of it is not permitted without the prior written consent of Handelshuurloket. That prohibition also applies to automated querying or extraction of the tool, to rebuilding or deriving the calculation rules, and to the use of the tool or its output to train systems or models. The results do not constitute legal advice — contact us for advice on your specific situation.

Commercial Lease Monitor — V2.8.0

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