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 ☐ Qualified electronic registered mail
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:
- Classic bpost registered mail (physical letter with acknowledgment of receipt) — ~€10/dispatch, accessible to all recipients
- Qualified electronic registered mail — sent through an accredited provider (eIDAS Regulation), with a timestamped certificate of dispatch and delivery; bpost does not offer it, and My eBox is not a service for sending documents between private individuals
For most tenants, stick with classic registered mail. Qualified electronic registered mail is more relevant for landlords and agencies relying on digital tools; keep the provider's proof in your tenant file.
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: qualified electronic registered mail, sent through an accredited provider (eIDAS Regulation), has the same legal effect as paper registered mail. bpost does not offer it and My eBox is not a service for sending documents between private individuals. For most tenants, stick with physical registered mail.
How much does registered mail cost in Belgium? + −
~€7.80 for a national dispatch, ~€10 with acknowledgment of receipt. The price of qualified electronic registered mail depends on the provider. To add to your management fees.
Related templates
- Notification letter — to send with this slip
- Formal notice letter — registered mail strongly advised in this case (proof)
- All templates