Email receipts are legally valid
Yes, rent receipts can be sent by email. Belgian law does not impose any specific format for delivering rent receipts. Email, post, or hand delivery are all valid. The landlord must issue receipts free of charge at the tenant’s request. Email offers traceability and automatic archiving.
The law only requires that:
- The landlord issues a receipt when the tenant requests one
- The receipt is free (no charge to the tenant)
- The receipt contains sufficient information to identify the payment
The format is entirely at the landlord’s discretion: paper, PDF by email, or digital via a property management platform.
Email best practices
| Best practice | Reason |
|---|---|
| Use a consistent email address | Easier to track and prove delivery |
| Request read receipts | Additional proof of delivery |
| Attach receipts as PDF | More professional, easier to archive |
| Use a clear subject line | ”Rent receipt - [Property] - [Month/Year]“ |
| Keep sent emails | Proof of delivery in case of dispute |
BailBelgique can automatically generate and send rent receipts by email each month when a payment is detected, eliminating all manual work.
What the receipt must contain
A valid rent receipt should include:
- Landlord’s name and contact information
- Tenant’s name
- Property address
- Period covered (month and year)
- Amount paid (rent + charges, ideally broken down)
- Date of payment
- Signature of the landlord (or electronic equivalent)
While Belgian law does not prescribe a mandatory format, including all these elements protects both parties in case of a dispute. A receipt that is too vague (e.g., just “paid”) may not be sufficient evidence.
Regional specifics
Brussels-Capital Region
The Ordinance of 27 July 2017 does not add specific requirements for rent receipts. The federal rules apply.
Wallonia
The Decree of 15 March 2018 applies the same framework. No Walloon-specific receipt requirements.
Flanders
The Flemish Housing Rental Decree of 9 November 2018 does not add specific receipt requirements. Email receipts are valid.
Civil Code, article 1315 (burden of proof). Law of 20 February 1991 (landlord’s obligation to issue receipts). Digital Act of 21 July 2016 (legal value of electronic documents).