Registered mail dispatch slip for indexation
Document to attach to your registered dispatch to formalise and trace the transmitted content: list of documents, lease references, dispatch status. Useful in case of later dispute.
Preview and download
Marie Dupont
Avenue Louise 367
1050 Brussels
Jean Vandenberghe
Rue Haute 142
1000 Brussels
Dispatch type
☐ Simple letter ☑ Registered letter with acknowledgment of receipt ☐ Electronic registered (eBox)
Attached documents
☑ Indexation notification letter
☐ Indexation calculation detail (API printout)
☐ Copy of the registered lease
☐ Copy of the EPC certificate (if applicable)
Address of the rented property: Rue Haute 142, 1000 Brussels
Lease reference: Lease signed on 14 June 2021
Why a slip?
The dispatch slip is an internal document for the landlord that:
- Lists the documents included in the dispatch (main letter + annexes)
- Specifies the dispatch mode (classic registered, electronic, simple)
- Documents the date of dispatch
- Serves as proof in case of later dispute: if the tenant claims not to have received a document, you prove it was indeed in the dispatch
The slip does not replace the postal acknowledgment of receipt — it is complementary.
How to use it?
- Download the PDF by clicking Download PDF above
- Print it and tick the boxes according to the documents you actually attach
- Date and sign at the bottom left
- Attach the slip to your dispatch (registered or simple)
- Keep your copy + the bpost acknowledgment of receipt in the tenant file
Classic vs electronic registered mail
In Belgium, two forms of registered mail have the same legal value since 2018:
- Classic bpost registered mail (physical letter with acknowledgment of receipt) — ~€10/dispatch, accessible to all recipients
- Electronic registered mail (eBox, Doccle) — ~€3/dispatch, instantaneous, but requires that the recipient has activated their official digital box
For most tenants (who have not adopted eBox), stick with classic registered mail. Electronic registered mail is more relevant for professional communications between companies.
Frequently asked questions
What is this slip for? + −
It is a document to attach to your registered mail that lists the included documents (lease, calculation, main letter) and references. It serves as formal proof of the dispatched content in case of dispute.
Does the slip replace the postal acknowledgment of receipt? + −
No. The acknowledgment of receipt is delivered by bpost, the slip is your internal document describing what you sent. Both are complementary.
Classic or electronic registered mail? + −
Both have legal value in Belgium since 2018. Electronic registered mail (eBox, Doccle) is faster and cheaper, but requires that the recipient has activated their box. For a tenant who has not adopted eBox, stick with physical registered mail.
How much does registered mail cost in Belgium? + −
~€7.80 for a national dispatch, ~€10 with acknowledgment of receipt. Electronic registered mail costs ~€3. To add to your management fees.
Related templates
- Notification letter — to send with this slip
- Formal notice letter — registered mail mandatory in this case
- All templates