Important Documents for Tenants in the Netherlands
As a tenant in the Netherlands it is important to be well prepared when you contact a tenants association. This text explains which documents are often needed — such as the rental agreement, payment records, correspondence with the landlord and photos of defects — and why they help with complaints about maintenance or small repairs. We give practical tips on how to organize evidence, which details are essential for meetings or a Rent Tribunal procedure and what steps you can expect. The explanation is practical, clear and intended to help strengthen your position without legal jargon. At the end you will also find a step-by-step plan and frequently asked questions to act quickly.
Which documents do you need?
When contacting a tenants association or filing a complaint, these are the most used documents. Make sure you have both paper and digital copies.
- Rental agreement (contract and attachments).
- Payment receipts and bank statements showing rent payments.
- Correspondence with the landlord, emails and letters.
- Photos or videos of defects and the dates they were recorded.
- Inspection reports or repair invoices from maintenance companies.
How to organize your evidence?
An organized folder or dossier helps the tenants association assess your case quickly. Work chronologically and note dates and contact moments.
- Record dates and times of reports and appointments.
- Keep a short log of who you spoke to and what was agreed.
- Keep receipts and invoices for repairs and materials.
- Keep copies of forms and official letters together.
What to do for small repairs?
For small repairs, the landlord is usually responsible for maintenance that impedes habitability. Report defects in writing and keep proof of the report; if necessary you can later prove this with your dossier. Also consult the relevant rules in the Civil Code Book 7 (Tenancy Law)[2] for legal obligations and deadlines.
Frequently Asked Questions
- Which documents are most important to bring to a first meeting with the tenants association?
- Bring your rental agreement, recent payment records, relevant emails/letters and photos of defects so the association can quickly assess the situation.
- How long should I keep evidence?
- Keep proof of payments and correspondence at least as long as an ongoing case, and preferably several years after closure for any follow-up matters.
- Can the tenants association help me with a complaint to the Rent Tribunal?
- Yes, the association can provide advice and point you to procedures at the Rent Tribunal for rent and service charge disputes[1].
Step-by-step plan
- Gather all relevant documents and evidence in one place.
- Contact your local tenants association for advice and assessment.
- If needed, fill out forms or prepare a complaint to the Rent Tribunal.
- Observe deadlines and keep copies of all submitted documents.
Help and Support
- Huurcommissie - information and forms
- [2] Wetten.overheid.nl - Civil Code Book 7
- [3] Government.nl - housing and rent
