4 min read
Seven to ten statutory and contractual deadlines run in parallel on every property: the energy performance certificate, the electrical inspection, the asbestos certificate, periodic inspections of installations, the insurance renewal date, and the indexation and notice periods of the lease. Each with its own rhythm. Watch them in Excel and you are one holiday period away from a missed deadline.
| What | Rhythm (indicative) |
|---|---|
| Energy performance certificate (residential) | valid 10 years |
| Electrical inspection (dwelling) | 25 years, or on sale/alteration |
| Asbestos certificate | required on sale; limited validity |
| Lift, gas and tank inspections | periodic, per installation |
| Block policy / fire insurance | annual renewal date |
| Rent indexation | annually, on the contract anniversary |
| Notice and renewal periods | per contract |
| General meeting and managing agent's mandate (co-ownership) | annually / per mandate period |
These periods are Belgian and differ by region and by situation — check the current rules for your properties. The checklist is a working tool, not legal advice.
Not because Excel is bad, but because the list lives with one person. The expiry date only appears once someone retypes it from the certificate, the column is as current as the last update, and the file never answers the question "which certificate does this belong to?". Every office knows the consequence: the certificate exists, but the search only starts when someone asks for it.
The order matters: the document foundation first, then the watch. If every certificate is recognised on upload and tagged with property and expiry date (generative AI does that, a human approves), then the watch list simply exists — a filter on every document with a date in the next 90 days. An agent puts tasks and reminders on it: reschedule the inspection, prepare the indexation letter, review the policy. The result, documented at our clients: 75% less admin time on such follow-up workflows. You approve. The rest runs by itself.