Rental charges gather all the expenses related to the everyday use of the housing and the building that you can pass on to your tenant. Understanding these charges is essential to avoid disputes, optimize your rental management, and present a clear and compliant breakdown of tenant charges.

Expenses included in rental charges

Recoverable charges are those that the tenant must pay, as they directly concern their use of the property or the common areas. They notably include:

• cold water, hot water, and collective heating,

• electricity for common areas,

• maintenance of individual or collective boilers,

• elevators and goods lifts (maintenance, small repairs, electricity),

• cleaning of common areas,

• maintenance of green spaces and play areas,

• rental taxes, such as the household waste collection tax (TEOM).

These expense categories often represent the major part of an apartment's monthly charges for your tenant.

Charges non-recoverable by the landlord

Certain expenses remain exclusively your responsibility. It is forbidden to bill them to the tenant. These include notably:

• major maintenance and renovation work (structural restoration, roof, facade...),

• condominium management fees (syndic),

• building insurance (excluding insurance taken out by the tenant),

• rental management fees,

• replacement of outdated equipment,

• reminder or litigation costs.

Clearly distinguishing recoverable charges from non-recoverable charges secures your rental relationship.

Calculation of rental charges: methods and best practices

To correctly calculate rental charges, you must:

• identify the expenses actually incurred,

• determine the share owed by the tenant,

• choose between a provision on charges or a flat rate,

• keep all invoices and supporting documents in order to guarantee full transparency.

A clear and documented calculation facilitates the annual reconciliation and helps avoid disputes.

Actual charges vs. flat-rate charges: what are the differences?

Actual charges (provisions)

You ask your tenant for monthly provisions based on an estimate.
Each year, an annual reconciliation allows adjusting these provisions based on the expenses actually incurred.

Flat-rate charges

A fixed amount, without annual reconciliation.
This method is authorized only for furnished rentals, flat-sharing, or mobility leases.

The choice between a flat rate and actual charges directly influences the amount of the tenant charges.

Important points to know about rental charges

Here are the essential elements to remember:

• The lease must state the method for calculating charges.

• Charges must correspond only to recoverable expenses.

• The tenant can request details of the calculation.

• You must respect the legal deadlines for reconciliation.

• The rent and charges must remain in line with the market.

Impact of lease type on rental charges

Rules differ depending on the type of lease:

• Unfurnished rental: provisions with mandatory reconciliation.

• Furnished rental: provisions with reconciliation or flat rate.

• Mobility lease: flat rate only.

• Flat-sharing: provisions or flat rate depending on how the lease is drafted.

• Professional or commercial leases: wider scope of charges, subject to specific rules.

The lease regime therefore has a direct impact on the content and operation of rental charges.

Reconciliation of charges: operation and obligations

Provisions, supporting documents, and transparency

As a landlord, you must:

• present a clear breakdown of expenses,

• make supporting documents available to the tenant for six months,

• explain the allocation method (shares/tantièmes, consumption, etc.).

Transparency is essential to avoid any dispute.

Annual reconciliation: rules to respect

Reconciliation must be carried out once a year, ideally upon receipt of the condominium association's statement.

In case of overpayment, you must refund the tenant.
In case of underestimation, you can claim the difference.

Increase in charges: rights and limits of the landlord

How is an increase in rental charges calculated?

An increase can result from:

• an increase in energy costs (water, heating),

• an increase in maintenance contracts,

• an upward trend in the estimated condominium budget.

Any increase must be justified and consistent.

Legal deadlines for the reconciliation of charges

You have a period of three years to claim unreconciled charges.
The tenant benefits from the same period to dispute them.

Requests for supporting documents by the tenant

The tenant can request to consult:

• invoices,

• meter readings,

• maintenance contracts,

• the condominium statement.

You must provide them within a reasonable timeframe.

Remedies in case of error or unfair reconciliation

In case of disagreement:

• First step: departmental conciliation commission (CDC)

• If the dispute persists: judicial court

Rental charges in condominiums: specific features to know

In a condominium, charges attributable to the tenant come from:

• the estimated budget,

• the condominium shares (tantièmes),

• expenses related to routine maintenance.

The syndic sends a detailed statement, which is essential to correctly establish your tenant charges breakdown.
Note: certain syndic fees remain non-recoverable.

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