Do I need a file to respond to listings?

No, but it increases your chances. Think of it as your calling card in a competitive market.

Can a landlord refuse my payslips?

A landlord may choose whom to rent to, but may not discriminate. Checking income is common; if you do not have payslips, offer equivalent proof (contract, tax assessment notice, accountant's certificate, ...).

What if I have no fixed income?

There are alternatives such as a parental guarantee, proof of savings or an employer's statement. Be transparent about your situation.

Do I have to name my employer?

Not always necessary in round 1. In round 2 it is common, but you can also mention 'role + sector'.

Can a landlord demand anything he wants?

No. Share as little as possible, as late as possible. In Brussels there are also rules determining which info and documents may be requested at each stage. If something feels too private, ask why it is needed and offer a less sensitive alternative (e.g. a redacted copy).

18 January 2026· By Thomas Billiet

The Perfect Tenant File: What Is Allowed, What You Need, and How to Protect Your Privacy

Last updated: 18 January 2026. This article is for information only and is not legal advice. Rules and interpretations may change; check the official sources below.

Here you learn how to build a strong tenant file without sharing unnecessary details: which documents to give and when, how to show alternatives to payslips, and how to safeguard your tenant rights against discrimination and privacy violations.

Who it's for: Tenants who want to get to "yes" faster with landlords while protecting their rights and privacy. What it solves for you: You know exactly what you share, when you share it, and how to respond to tricky questions. What you can do at the end: Put together a professional file and use the templates.

Part 1: Why a file works (the landlord logic)

Landlords look for certainty:

Can this person pay the rent? (Solvency)
Will this person take good care of the property? (Reliability)
Is this person easy to deal with? (Communication)

A good file answers these questions without the landlord having to ask. That saves time and builds trust. But: there is a fine line between transparency and giving away your privacy.

Part 2: What do you share and when? (Round 1 vs round 2)

The golden rule: Share as little as possible, as late as possible, but quickly enough to build trust.

Round 1: Before a viewing / First contact

Goal: Spark interest, secure a viewing. What you share:

Short intro (who, job, from when)
Contact details (mobile, email)
Number of occupants + pets (if relevant)
Income indication (e.g. "permanent contract", "solvent")

What you do NOT share:

Full ID documents (identity fraud risk)
National register number (rijksregisternummer / numéro de registre national)
Payslips (too much detail)
Bank account numbers

Round 2: After a positive viewing / Serious application

Goal: Prove you can pay the rent and are reliable. What you share:

Copy of ID (with national register number redacted)
Proof of income (payslip, employment contract, or alternative)
Possibly references (previous landlord - big plus!)
Household composition certificate (if requested)

Part 3: Privacy & ID card (what is allowed?)

National register number: the Holy Grail

Your national register number (rijksregisternummer / numéro de registre national) is the key to many government services. Do not share it lightly.

When to share it? In practice it is often only relevant at the administrative stage (e.g. drawing up or registering the contract). In the early stages it is usually not needed.
If asked for it anyway: Ask why it is needed, and where possible share a less sensitive version (e.g. a redacted copy).
How to redact? Use a marker on the copy or a digital tool to blur the digits.

Identity card (eID)

Flanders: In round 1 a full ID scan is often not needed. Ask why it is needed and where possible share a less sensitive version.
Brussels: There are rules per stage about which info and documents may be requested. In the first stage, basic contact details are often enough.

Other "no-go" zones

Medical info: Do not share it.
Criminal record: If this is asked, be extra critical and ask why it would be relevant.
Nationality/Origin: Be careful: this can point towards discrimination.

Tip: Put a watermark on your documents. Write diagonally across the copy: "ONLY FOR RENTAL FILE [ADDRESS] - [DATE]". This makes the copy unusable for fraudsters.

Part 4: Proving income (without a standard payslip)

Not everyone has the classic "3 latest payslips". These are your alternatives:

1. Freelancer / Self-employed

Tax assessment notice (aanslagbiljet / avertissement-extrait de rôle): Your latest tax return shows your annual income.
Accountant's certificate: A short statement from your accountant ("Mr X has a stable income covering rent of €Y").
Bank statements: (Last resort) Show only incoming payments, mask expenses.

2. Starter / New job

Employment contract: Shows your start date and salary.
Employer's statement: A short email from HR confirming you are employed (and not serving notice).

3. Student

Parental guarantee: A letter in which your parents declare they will pay the rent if you cannot. Add their proof of income.
Scholarship: Proof of award.

4. Expat

Employment contract: The most important document.
Bank guarantee: A bank guarantee or extra security is sometimes requested. Note: rules and caps around the rental deposit (huurwaarborg / garantie locative) differ per region and contract date; check the official sources below.

Part 5: Discrimination (what if it goes wrong?)

A landlord may choose, but may not discriminate on the basis of gender, origin, religion, disability, etc.

What may a landlord ask?

Flanders: In practice it is about relevant info to be able to rent out (identity/contact and solvency). If something does not feel relevant, ask why it is needed and offer a less sensitive version.
Brussels: There are rules determining per stage which info and documents may be requested (making an appointment vs application vs before signing).

What if you get a "no" without a reason?

You may ask for the reason. Did you get a vague answer or do you suspect discrimination?

Collect evidence: Keep emails, screenshots of the listing.
Situation test: Have someone with a different profile (but the same income) respond. Do they get a reply?
Report it: To Unia or the Flemish Human Rights Institute (Vlaams Mensenrechteninstituut, VMRI).

Response template if in doubt: "Hello [Name], thank you for your reply. To improve my search: can you briefly indicate on the basis of which criteria (e.g. income, start date) the selection was made?"

Part 6: Templates for your file

1. Short intro (first contact)

"Hello [Name],

I am [Name], I work as [Role] at [Company] and I am looking for a home from [Date]. I can easily afford the rent and have my documents ready.

Can I come by on [Option 1] or [Option 2]?

Regards, [Name] - [Mobile]"

2. Cover note (when sending documents)

"Hello [Name],

Thank you for the viewing. I am very enthusiastic about the property.

My profile:

Occupants: [Number] (Non-smokers, no pets)

Start date: [Date]

Income: [Role/Situation], I am attaching proof.

Attached:

[Document 1: Payslip/Contract]

[Document 2: Copy of ID (redacted)]

Looking forward to hearing from you.

Regards, [Name]"