Advice
Mandatory certificates and documents when selling or letting
Selling, letting, buying or renting a home often begins with one question: which certificates and documents are mandatory?
A valid EPC is always required, but in practice that is never enough. Depending on the situation, the type of property and sometimes the year of construction, additional obligations or points of attention apply. With this overview tool you see at a glance which documents are usually mandatory, which are strongly recommended and which are conditional.
Overview tool
Quickly find the right certificates, searches and documents for your situation
You can only offer a home for sale or rent once you have a valid EPC. But that does not make you fully compliant yet. Choose your situation, indicate whether it concerns an apartment and optionally fill in the year of construction. You immediately see which documents are mandatory, which are strongly recommended and which are conditional.
All certificates and documents
Below is the full list of certificates, searches, registers and file documents that may come into play when selling or letting. Choose your situation above for a tailored overview.
EPC (Energy Performance Certificate)
Official certificate showing the energy performance of the building.
EPC common parts
Certificate for apartment buildings with at least two residential units, with a deviating deadline for new apartment buildings of at most ten years and one month after obtaining the planning or environmental permit.
Soil certificate (OVAM)
Official soil certificate with the soil status of the plot.
Real estate information for transfer (VIP)
Bundles official urban planning and legal information for the buyer.
Measures register for transfer
Search via the real estate information platform with information on possible public restoration and safety measures on the plot. Mandatory by decree on sale from 1 April 2026. The register only contains new or amended files from 1 April 2026 and no historical data from before.
Electrical installation inspection report (AREI)
Report on the safety and (non-)compliance of the electrical installation, in principle required on sale, but from which an exception can be made in specific cases of full renovation.
Flood sensitivity and water assessment
Information on location and indications regarding flood risks.
Title of ownership
Proof of legal ownership, essential in the sale file.
Cadastral data
Administrative identification of the property and plot.
Asbestos certificate
Certificate on the presence of asbestos in the building. Mandatory when selling buildings from before 2001.
Right of pre-emption (RVV)
Shows whether a Flemish right of pre-emption applies to the plot.
Base deed and co-ownership rules
Statutes and basic legal rules of the co-ownership.
OoC: working and reserve capital
Financial overview of the OoC (Owners of Co-ownership association).
OoC: arrears and recovery costs
Info on any debts towards the OoC.
OoC: decisions on the reserve capital
Info on (future) capital contributions.
OoC: legal proceedings
Overview of ongoing proceedings.
OoC: minutes and periodic statements
Minutes and statements of recent years.
OoC: last approved balance sheet
Most recently approved balance sheet.
Internal rules of order (RIO)
Document with the practical rules for use and occupation of the building.
Asbestos certificate common parts
Separate asbestos certificate for the common parts of an apartment building. From 1 January 2027 mandatory when selling an apartment in a building from before 2001.
Post-intervention file (PID)
Bundles all useful information on the works carried out on the building for the safe execution of later maintenance, repair or renovation works.
Heating oil tank, inspection and certificates
Documentation on (de)commissioning and compliance.
Gas installation, inspection and maintenance
Documents on the safety, inspection and maintenance of gas installations.
PV installation (solar panels)
Technical documents and inspections of a PV installation.
Residential lease agreement
Mandatory lease when letting as main residence.
Inventory of fixtures at entry (residential letting)
Mandatory inventory of fixtures at the start of the tenancy.
Rental deposit (residential letting)
Security provided by the tenant at the start of the tenancy for any damage or outstanding obligations at the end of the lease.
Conformity certificate
Proof of housing quality, may be mandatory locally when letting.
First choose your situation above. You will then immediately see your personal overview.
Publicity
What must you mention in publicity?
The Flemish Spatial Planning Code obliges owners, estate agents and notaries to communicate certain basic urban planning information when publishing a property, when the property is located in a municipality with an approved plans and permits register (overview of these municipalities). This duty to inform aims to inform prospective buyers or tenants correctly and transparently about the urban planning status of the property.
This applies not only to listings on property sites or your own website, but also when you publish via social media. In that case you must at least refer to a web page where this information can be found.
Test your knowledge
With this short quiz we show you which mentions are actually mandatory in property publicity. There are 8 options. Two are deliberately wrong.
Tick the mentions you believe are mandatory, then click Check.
Local regulation
Rental publicity in Ghent
Anyone offering a home for rent in Ghent and announcing this publicly, for example via a For rent sign on the property, a poster or other visible publicity, must take local regulation into account.
According to the Ghent police regulation, for every public announcement of a rental home it is mandatory:
- to state the requested rent, and
- to state the costs and charges (if applicable).
By not following these rules, you risk an administrative fine (GAS fine) of 60 euros.
Frequently asked questions
Which documents are always mandatory when selling or letting?
In both situations a valid EPC is the basis. The EPC must be available at publication, and the energy score or label must be mentioned in advertisements. On signing, the EPC is handed to the buyer or tenant. More info: vlaanderen.be, EPC on transfer or letting.
How long is an EPC valid and when must you renew it?
An EPC is in principle valid for 10 years. After major (energy) renovations it is advisable to have a new EPC drawn up so that the score and label stay current. When selling, the EPC must be drawn up according to the methodology in force since 1 January 2019. More info: vlaanderen.be, EPC rules.
Which documents are mandatory when selling in Flanders?
When selling, several standard file documents recur in practice: OVAM soil certificate (mandatory on transfer), Real estate information for transfer (VIP), the measures register for transfer, information on flood sensitivity and the water assessment, and usually also documents such as the title of ownership and cadastral data for a correct preparation of the deed. More info: vlaanderen.be, OVAM, Athumi and the water assessment.
What is the measures register for transfer and when is it mandatory?
The measures register for transfer is a search via the real estate information platform (VIP) with information on possible public restoration and safety measures applicable to a plot or property. For estate agents and notaries this is mandatory on sale. Important to know: from 1 April 2026 this information flows from the Flemish enforcement platform to the VIP. The register does not contain historical files from before 1 April 2026, but only new or amended data from that date. More info: Athumi, measures register for transfer.
When is an asbestos certificate mandatory?
When selling, an asbestos certificate is mandatory for buildings built before 2001. The certificate describes the presence, location and condition of asbestos-containing materials. When letting, the asbestos certificate is not, in this setup, mandatory by default. More info: vlaanderen.be and OVAM, asbestos certificate.
When is a post-intervention file (PID) mandatory on sale?
A PID is mandatory on sale when construction started after 1 May 2001, or when works have been carried out since that date by one or more contractors. If the seller does not have a mandatory PID, the file must be drawn up at their own expense by the time the deed is passed at the latest. More info: vlaanderen.be, post-intervention file.
When is an electrical inspection (AREI) mandatory?
When selling, an AREI inspection report is mandatory when no valid report is available, or when the installation must be inspected according to the applicable rules (for example older installations). A positive report remains in principle valid for 25 years, unless changes occur. In the case of a negative report the sale can go ahead, but the buyer must make the installation compliant within 18 months of the notarial deed and have it re-inspected. An inspection certificate is not mandatory when the buyer fully renovates the electrical installation. When letting, a separate AREI inspection is not always explicitly legally required, but the installation must be safe. In situations where housing quality is checked, proof of a safe installation may be needed. More info: vlaanderen.be, electrical installation inspection (AREI).
Which extra documents are mandatory when selling an apartment?
When selling an apartment, OoC documents are added. Mandatory are, among others, the base deed and the co-ownership rules, plus a series of legally relevant documents requested via the syndic (financial info and recent documents). More info: notaris.be, co-ownership statutes.
Are internal rules of order (RIO) mandatory?
A RIO is not legally mandatory on sale, but strongly recommended because it contains practical arrangements and living rules within the building. When letting it is often relevant because tenants must comply with these internal arrangements during the tenancy. More info: vlaanderen.be, management and maintenance of co-ownership.
When do you need a conformity certificate when letting?
A conformity certificate may be mandatory depending on the municipal regulation and the situation. When a municipality requires it, it is often also laid down whether you must be able to present the certificate at the start of the tenancy, or whether a timely application suffices. More info: vlaanderen.be, conformity certificate for rental housing.
Which documents are mandatory in residential letting?
In residential letting a written residential lease and an inventory of fixtures at entry are mandatory. The lease must contain all legally required mentions and annexes and be registered within the legal deadline. The inventory of fixtures is ideally done in a contradictory manner and is registered together with the lease. More info: vlaanderen.be, renting and letting.
Is a rental deposit mandatory and what are the rules?
A rental deposit is not mandatory, but strongly recommended. When requested, it amounts to a maximum of three months' rent and must be provided in a legally permitted form (for example a blocked account, a bank guarantee or a guarantee via the OCMW). More info: vlaanderen.be, rental deposit.
Which conditional documents often occur when selling or letting?
Some documents depend on the presence or characteristics of installations, such as: heating oil tank (inspection or decommissioning), gas installation (inspection or maintenance), and PV installation (inspection report and technical documents). These documents increase transparency and limit discussions after transfer or at the start of the tenancy. More info: vlaanderen.be, heating oil tank, heating inspection and maintenance and solar panels.
Still have questions about certificates and documents?
Do you have remarks about this page or would you like more information about where to request these documents and what they cost? Get in touch via our contact page, via the WhatsApp button at the bottom right or send an e-mail to info@abitos.be.