Moving On: Notice Periods, Final Inspection, and Deposit Return

The Rotterdam Rental Playbook – Chapter 12

Introduction

Moving out can be smooth and drama-free—if you follow the rules and document everything. This chapter walks you through how to give valid notice, what to expect at the pre-inspection and final inspection, how and when your deposit must be returned, and what to do if things go wrong. We focus on the Dutch legal framework and add Rotterdam-specific steps (BRP registration and local services). You’ll get checklists, model timelines, and real-world examples.

Not understanding this area can be costly: an invalid notice can extend your tenancy and rent liability, a poorly prepared inspection can lead to avoidable deductions, and a weak paper trail can delay or jeopardize your deposit. This chapter ensures you leave on time, by the book, and with your money back.

How to End Your Tenancy the Right Way

Valid notice: the core rule

Under Dutch law, the tenant’s notice period equals the rent payment period, with a minimum of one month and a maximum of three months. Notice must take effect on a rent payment day (for most tenants: the 1st of the month). That means your end date should align with the end of a rent period. Example: If you pay monthly on the 1st, give notice no later than 31 May to end 30 June.

Legal Tip: Put your notice in writing. The law sets strict formalities for landlords; tenants are safest by sending a signed notice by registered post and email, and asking for written confirmation. This avoids disputes about dates and receipt.

What changed in 2024: fixed contracts are the norm again

Since 1 July 2024, the Wet vaste huurcontracten made indefinite contracts the default. New tenants normally get a contract for an indefinite term. Some specific exceptions allow temporary contracts (e.g., certain student situations, urgent renovations, “second-chance” contracts). Contracts signed before 1 July 2024 continue as agreed.

Note: Even with a fixed-term contract, tenants may still be able to terminate early with one month’s notice in many common scenarios set by law. Always check your specific contract and the statutory text.

Special situations that affect notice

• Co-tenants / registered partners: If both are on the lease, make sure both sign the notice. Landlord notices must be addressed to both; mirror that care as a tenant to avoid disagreement.
• Diplomatic clause / between-letting: If you hold a special temporary arrangement (e.g., Leegstandswet or diplomatic clause), verify the contract’s termination mechanics and any fixed end-date.
• Rooms and hospita (lodger) contracts: Some doelgroep (target-group) contracts have tailored rules. Check your contract and the current exception list.

Your Move-Out Timeline (Recommended)

Use this practical schedule for a month-end move-out (adjust dates to your situation).

6–8 weeks before move-out

1. Decide your end date (align with a rent day).
2. Send written notice (registered post + email).
3. Request a pre-inspection (voorinspectie) about 2–3 weeks before handover to learn what the landlord expects you to fix.
4. If utilities are in your name, plan the move/close contracts (energy, internet).
5. Book movers/cleaners.
6. If you receive huurtoeslag (housing allowance), plan to update your rent/household as soon as the move is processed in the BRP.

2–3 weeks before

1. Attend pre-inspection; ask for a written list of issues.
2. Start DIY fixes that are tenant responsibilities (see “Small Repairs” below).
3. Schedule final inspection and key handover.
4. Prepare before/after photos matching your move-in photos.

Final week

1. Deep-clean the property (kitchen, bathroom, windows).
2. Remove all belongings and waste; repair small holes; replace broken bulbs/fuses.
3. Take meter readings and photos.
4. Prepare all keys, fobs, parking passes.

Move-out day

1. Walkthrough final inspection with the landlord; ensure a dated, signed report with meter readings and key count.
2. Hand over all keys.
3. Confirm forwarding address and bank details for deposit return.

After move-out

• Deposit must be returned within 14 days (or within 30 days if the landlord deducts permitted items and provides a written specification). If it doesn’t arrive, send a formal demand; then escalate.
• If you moved to or within Rotterdam, register your new address within 4 weeks before to 5 days after your move; the municipality updates the BRP.
• Update huurtoeslag details (new rent, service costs, household) via Mijn Toeslagen / app once your new address appears (usually 1–5 working days after the BRP update).

Legal Requirements in the Netherlands (At a Glance)

Requirement	What it means	Source
Tenant notice period	Equal to the rent payment period (min 1 month, max 3), end date must be a rent day (e.g., month-end).
Fixed contracts restored	From 1 July 2024: indefinite contracts are standard; narrow exceptions for temporary contracts.
Deposit cap	Max 2 months’ basic (kale) rent for contracts from 1 July 2023 (older contracts: up to 3 months).
Deposit return	14 days after end of tenancy; 30 days if (allowed) deductions with written specification. No interest required unless agreed.
Permitted deposit deductions	Only rent arrears, service-cost settlement, tenant-caused damage, EPV (energy performance fee). Not admin/“re-letting” fees.
Service-cost annual statement	Landlord must provide yearly statement; statutory regime under BW 7:259–7:261 (Huurcommissie guidance).
Small repairs by tenant	Besluit Kleine Herstellingen lists typical tenant responsibilities (e.g., fuses, bulbs, minor holes, garden).
BRP registration (Rotterdam)	Report your move 4 weeks before to 5 days after; municipality updates BRP.
Court route	Kantonrechter handles rent cases; no lawyer required (including urgent “kort geding”).

Deep-Dive: Notice Periods in Practice

Step-by-step: calculating your end date

1. Identify your rent period (monthly in almost all cases).
2. Count back one month from your intended end date.
3. Send notice before that date, so the end date aligns with a rent day.
4. Keep proof of sending (registered post receipt) and proof of receipt (landlord confirmation).

Example (Rotterdam, monthly rent due on the 1st): You want to leave end of November. Ensure your written notice is received by your landlord no later than 31 October so your tenancy ends 30 November.

Fixed-term and exception contracts

• Old short-stay contracts (pre-July 2024): Many tenants can terminate early with one month’s notice; check the exact clause and legal text.
• Exception contracts (after July 2024): For categories like students temporarily relocating, temporary rehousing during renovation, or second-chance contracts, end-of-term rules can be stricter. Verify paperwork well in advance.

Pro Tip: If you and your landlord agree to a mutual termination (vaststellingsovereenkomst), confirm the end date, keys, cleaning state, and deposit timeline in one signed document.

Inspections: Pre-Inspection and Final Inspection

Why they matter

Inspections protect both sides. If the landlord did not create a move-in condition report (opnamestaat) at the start, the law presumes you received the property in good condition. That makes it harder for the landlord to claim damage beyond normal wear at the end. Always ask for (or create) a start report with photos.

Legal Tip: BW 7:224 (start description) is your friend. If there was no proper start report, the burden of proof for alleged damage is much heavier for the landlord. Bring this up if deductions seem inflated.

The pre-inspection (voorinspectie)

• Usually 2–3 weeks before move-out.
• Ask for a written list of items to fix (e.g., repainting a wall you painted dark, repairing a broken blind).
• Clarify what counts as normal wear and tear.

The final inspection

• Walk the property with the landlord and co-sign a dated inspection report noting meter readings, key count, and any issues.
• Take your own photos/videos (time-stamped if possible) in daylight.
• Make sure any deductions are tied to specific, evidenced issues. Rushed or generic “cleaning fee” deductions are not enough on their own.

What Counts as “Tenant Responsibility”?

The Besluit Kleine Herstellingen (Decree on Small Repairs) lists typical items tenants must handle. Below are common examples.

Item	Usually Tenant’s Job?	Notes
Light bulbs & fuses	Yes	Replace before handover.
Small nail/screw holes	Yes	Fill and touch-up; major plastering is different.
Basic cleaning	Yes	Kitchen, bathroom, windows, floors.
Garden upkeep	Yes	Mow, weed, trim.
Appliance filters	Yes	Clean/replace standard filters.
Structural defects	No	Landlord’s responsibility (e.g., roof leaks).

Pro Tip: In Rotterdam, many homes marketed as “unfurnished” (kale/casco) are truly bare: no flooring, no lamps, sometimes even no curtain rails. Keep your original state photos—they determine what you must restore. (Always split kale huur from utilities/service costs in your admin.)

Deposits: Caps, Return Deadlines, and Deductions

The 2023 cap

For contracts from 1 July 2023, the maximum deposit is two months’ basic rent (kale huur). For older contracts, a three-month cap can apply.

When your deposit must be returned

• Within 14 days after the tenancy ends (keys back + inspection).
• Within 30 days if the landlord deducts permitted items and sends a written cost breakdown.
• Interest is not mandatory unless agreed in your contract.

What may be deducted—and what may not

Allowed (if evidenced):

• Rent arrears.
• Service-cost settlement (annual true-up).
• Tenant-caused damage beyond normal wear.
• EPV (energy performance fee).

Not allowed: administration fees, generic “re-letting fees,” or similar.

Scam Alert: Some agents try to label deductions as “check-out fees” or “file costs.” These are not permitted deposit deductions. Challenge them in writing and ask for the legal basis and evidence.

Example: timeline & numbers

• Monthly rent (kale): €1,250 → deposit capped at €2,500 (two months).
• Handback on 31 August; no deductions: deposit due by 14 September.
• If the landlord claims cleaning and a broken blind, they must itemize (e.g., cleaning invoice, photos, blind replacement invoice). If proper and reasonable, remaining amount must be paid by 30 September.

Service Costs at the End

Even after you leave, the landlord must provide the annual service-cost statement and reconcile actuals (usually by 1 July for the prior calendar year). The legal framework is BW 7:259–7:261; the Huurcommissie publishes clear guidance and the Besluit Servicekosten / Besluit Kleine Herstellingen. If you dispute the numbers, you can file with the Huurcommissie (regulated sector) or go to the kantonrechter (also for liberalized sector service-cost disputes).

Pro Tip: Keep utility statements and receipts for shared services (e.g., cleaning, internet in multi-tenant buildings). You can dispute up to several years back under Huurcommissie rules—check the current look-back and sector rules before filing.

How to Get Your Deposit Back—Fast

Step-by-step playbook

1. Prepare the evidence

   • Move-in photos/report; move-out photos; invoices for small repairs; proof of last rent payment.

2. Hold a proper final inspection

   • Get a signed, dated report with any issues listed precisely (room, item, defect).

3. Send a polite closing email

   • Confirm the end date, bank details, and statutory deadline for the deposit (14 days / 30 days with deductions).

4. If there’s a deduction

   • Request the written specification with invoices/quotes and the legal basis for each item. Disallow administrative fees.

5. Send a formal demand (ingebrekestelling)

   • Give 7–14 days to pay the outstanding sum; send by registered post and email.

6. Escalate if needed

   • File a claim with the kantonrechter (no lawyer required; “kort geding” possible for urgency). Bring your documents and clear calculation.

Legal Tip: For service-cost items, consider the Huurcommissie route (where competent) as it’s designed for these disputes and is cost-effective. For pure deposit disputes (e.g., contested damage), the court route is usual.

Rotterdam-Specific To-Dos

Register your new address (BRP)

If you move within or to Rotterdam, report your move online (DigiD) from 4 weeks before to 5 days after your move date. The municipality updates the BRP; other authorities (e.g., Tax/Toeslagen) follow. Failing to register can cause issues with toeslagen and municipal taxes.

Update huurtoeslag after moving

You don’t report your new address to Toeslagen directly; the BRP update flows through. But if your rent or service costs change, you must update those amounts yourself in Mijn Toeslagen or the app.

Need help locally?

Huurteam Rotterdam offers free tenant support (rent, service costs, defects, termination conflicts). They can advise on inspections, deposit disputes, and Huurcommissie procedures.

Money Sense: What’s “Normal” at Move-Out?

• Cleaning: Normal end-cleaning is your job. Excessive dirt beyond reasonable use can be billed if evidenced and priced reasonably (think itemized professional cleaning, not a flat “exit fee”).
• Wear and tear: Faded paint, minor carpet wear, or lightly marked walls are usually normal. Holes larger than standard nail holes, broken fixtures, or pet-caused damage are not.
• Keys and access devices: Lost keys/fobs can be deducted at cost (and only with evidence—invoice for cylinder change or key duplication).
• Service-cost balance: If in your name, you’ll settle directly with providers. If paid as part of your service-cost advance, expect the annual reconciliation from the landlord later.

Pro Tip: Keep proof of payment for the deposit and each month’s rent. If there’s a dispute, a clean ledger speeds up recovery.

Notice & Deposit—By Contract Type (Quick Reference Table)

Contract Type (2025 context)	Tenant Notice	Deposit Cap	Special Notes
Indefinite (default since 1 Jul 2024)	= rent period (min 1 month), end on rent day	2 months (contracts from 1 Jul 2023)	Normal termination rules apply.
Pre-July 2024 fixed-term (≤2y)	Often 1 month possible for tenant; check text; end must align with rent day	2 months (if signed after 1 Jul 2023)	Old regime continues until end date.
Exception contracts (students, renovation rehousing, etc.)	Check the exception rules and contract	2 months (post-1 Jul 2023)	Exceptions defined by Wet vaste huurcontracten.
Hospita / room	As agreed, but statutory protections apply	2 months (post-1 Jul 2023)	Mind doelgroep rules and any trial periods in contracts.

Responsibilities Checklist (Tenant vs. Landlord)

Area	Tenant	Landlord
Small repairs (bulbs, fuses, minor holes, garden)	✔️
Normal wear and tear		✔️ absorbs as owner risk
Structural defects (leaks, rot)		✔️ repair/maintain
Service-cost statement		✔️ must provide annually (legal basis: BW 7:259–261)
Inspection reports	✔️ keep/start & end photos; attend inspection	✔️ make/keep reports; specify any deductions
Deposit handling	✔️ provide bank details; request timely return	✔️ return in 14 days (or 30 with specifications)

City & Market Context: Rotterdam Snapshot

Rotterdam’s private rents are among the highest in the country. Average asking rents for new lets have hovered around the mid-20s per m² recently (e.g., ~€25–26/m² in early 2025), though prices vary strongly by neighborhood, size, and finish. A typical 60 m² apartment could list around €1,500 per month—implying a €3,000 deposit cap for new contracts under the current rules. Use this to stress-test your move-out budget.

Pro Tip: If your lease lists an “all-in” rent, ensure it’s properly split in your records between kale huur and service/energy to keep your deposit cap and any huurtoeslag calculation clear.

How to Dispute Problems—Efficiently

1) Write first (and formally)

Send a registered letter (and email) summarizing the issue, your legal position, and your demand (e.g., “Return €2,500 deposit within 7 days; statute: 14-day rule”). Attach evidence (inspection report, photos, invoices).

2) Choose the right forum

• Pure deposit dispute (damage/fees): file at the kantonrechter; no lawyer required. For urgency (e.g., you’re moving abroad), ask for a kort geding (preliminary injunction).
• Service-cost dispute: use the Huurcommissie where competent; otherwise, the kantonrechter.

3) What to bring

• Contract, notices, payment proof, start/end reports, photo sets, invoices/quotes, correspondence, and a simple calculation of the amount due (principal + any statutory interest if applicable).

Legal Tip: If the landlord withheld for “administration” or “re-letting”, point to the Rijksoverheid guidance: these are not permissible deposit deductions. Ask for immediate correction.

Common Mistakes (and How to Avoid Them)

1. Wrong end date Forgetting that notice must end on a rent day leads to accidental extra rent. Work backward from your target month-end.

2. No paper trail Only emailing your notice or skipping registered post can invite disputes. Send registered post and keep receipts.

3. Accepting vague deductions “Cleaning fee” with no invoice? “Admin fee”? Push back and request a written specification. Cite the 14/30-day rule and allowed categories.

4. Skipping BRP update Not registering your new address can disrupt toeslagen and mail. Rotterdam: 4 weeks before to 5 days after.

5. Ignoring service-costs later Even after you leave, you can contest service-costs via Huurcommissie/court once the annual statement arrives.

6. Assuming agents can charge any fee Bemiddelingskosten (double-sided brokerage fees) to tenants are broadly forbidden; don’t let these be netted from your deposit either.

Worked Examples

Example A: Perfect exit, no deductions

• Contract: Indefinite, monthly on the 1st.
• Notice sent: 29 February (registered).
• End date: 31 March.
• Final inspection: 31 March, keys returned, report clean.
• Deposit due: By 14 April (paid on time).

Example B: Deduction with specification

• Issue: Broken oven handle and extra cleaning (heavy limescale).
• Landlord provides: Invoices and a written cost breakdown.
• Deposit remainder due: Within 30 days from end of tenancy. Tenant checks small repairs list to ensure no overreach.

Example C: Improper deduction

• Issue: €250 “administration” and €150 “key handover” fee deducted with no basis.
• Tenant response: Points to Rijksoverheid rules (not permitted categories), demands correction within 7 days, then files with kantonrechter if unpaid.

Frequently Asked Questions

Do I owe rent if I leave before the end date? Yes—until the legal end date (notice aligned with rent day) and keys returned. If your landlord allows earlier re-let and a formal mutual termination, you can end sooner.

Can my landlord keep my deposit for “future” service-costs? They may withhold for the annual service-cost true-up, but they must specify and later settle it properly under BW 7:259–261.

Is a pre-inspection mandatory? No, but it’s very useful. Ask for it—and for a written list—so you can fix items before the final inspection. If there was no start report, the landlord’s position on damages is weaker.

Do I need a lawyer to sue for my deposit? Not for kantonrechter cases (including urgent kort geding). You can represent yourself.

Practical Checklists

Move-Out Day Checklist

• All keys/fobs/garage remotes present
• Meter readings (photo)
• Final inspection report signed and dated
• Before/after photos of each room, kitchen appliances, bathrooms, balcony, storage, parking bay
• Clean kitchen, bathroom, windows, floors; remove limescale and grease
• Small repairs done (holes filled, bulbs/fuses replaced)

Deposit Follow-Up Checklist

• Email landlord confirming bank details and citing 14-day deadline (or 30 with specification)
• If late: send registered demand with a final deadline
• File with kantonrechter if unresolved (attach evidence bundle)

Key Templates (What to Say)

Notice Email (summary) “Dear [Landlord], I hereby give notice to terminate the tenancy of [address]. My rent period is monthly; therefore my notice period is one month and the tenancy will end on [date aligned to rent day]. I request a pre-inspection in week [xx] and propose the final inspection on [date]. Kindly confirm receipt.”

Deposit Reminder “Dear [Landlord], Following the handover on [date], please transfer the deposit of €[amount] to [IBAN] within 14 days, or provide a written specification of any lawful deductions with supporting evidence; in that case, the remaining balance is due within 30 days. (Rijksoverheid guidance on deposit returns.)”

Differences Between Housing Types (Impact on Move-Out)

Type	What to watch at exit	Why it matters
Social (regulated)	Huurcommissie often competent for service-costs; rent caps linked to points system (WWS).	Clearer dispute pathways; check statements promptly.
Liberalized (free sector)	Service-costs can still be scrutinized (court); deposit cap still 2 months for new contracts.	Keep invoices and meter proofs.
Rooms/hospita	House rules; shared areas; more service-cost items.	Document shared-area condition carefully.

Final Words on Fees and Fairness

The Netherlands polices unfair tenant charges. Double-sided brokerage fees to tenants have been broadly prohibited and actively enforced (don’t let anyone rebrand them as “admin” and net them from your deposit). If you see questionable charges, challenge in writing and cite the rules.

Key Takeaways

• Time your notice to a rent day; tenant notice is at least one month and equals the payment period.
• From 1 July 2024, indefinite contracts are again the standard; exceptions exist but are narrow.
• Deposit cap: 2 months’ basic rent for contracts from 1 July 2023; return within 14 days (or 30 with valid, specified deductions). No interest required.
• Only certain deductions are lawful (rent arrears, service costs, tenant-caused damage, EPV). Admin/re-letting fees are not.
• Document everything: start & end reports, photos, invoices, meter readings, registered letters.
• Rotterdam: Report your move within 4 weeks before to 5 days after; then update huurtoeslag amounts in Mijn Toeslagen/app.
• Stuck? Use Huurteam Rotterdam, Huurcommissie (for service-costs), or kantonrechter (no lawyer required).