Syndic: role and obligations in Belgium
Syndic: role and obligations in Belgium
The building manager’s role
The building manager is the administrator of the co-ownership. Since the 2019 reform, their duties are strictly regulated by the Belgian Civil Code (Book 3, Title 3).
Main duties
| Duty | Description |
|---|---|
| Financial management | Budget, levies, accounting |
| Maintenance | Common areas, equipment |
| Administration | GA convocations, minutes, registers |
| Representation | In court, vis-a-vis third parties |
| Insurance | Subscription and monitoring |
Types of building manager
| Type | Characteristics |
|---|---|
| Professional building manager | IPI-accredited, insured, remunerated |
| Volunteer building manager | Co-owner, unpaid |
| Provisional building manager | Appointed by the judge in case of default |
For the general framework, see our guide on co-ownership and renting.
Legal obligations of the building manager
Financial management
- Prepare the annual budget
- Call for funds (provisions, reserve fund)
- Keep transparent accounts
- Open separate bank accounts (working capital and reserve fund)
- Present the accounts at the general assembly
Administration
- Convene the general assembly at least once a year
- Draft minutes and distribute within 30 days
- Keep the decision register
- Update the co-ownership regulations
- Compile and maintain the co-ownership file
Maintenance and works
- Carry out works decided at the general assembly
- Ensure current maintenance of common areas
- Order urgent works (without waiting for the GA)
- Handle claims and insurance declarations
Since the 2019 reform, the building manager’s mandate is limited to a maximum of 3 years (renewable). The contract must be written and detail the duties, remuneration and termination conditions.
Relations with the landlord
Communications
The building manager communicates exclusively with the landlord, never directly with the tenant. The landlord is the mandatory intermediary.
| Situation | Building manager contacts | Who intervenes |
|---|---|---|
| Tenant nuisances | The landlord | The landlord with the tenant |
| Works in common areas | The landlord | The landlord informs the tenant |
| Claim in a unit | The landlord | The landlord and their insurance |
| Unpaid charges | The landlord | The landlord pays |
Information transmission
The landlord must pass on to the tenant:
- The regulations rules of use
- GA decisions affecting the tenant
- Changes to charges
- Works schedules
In practice
Choosing a good building manager
- Check IPI accreditation (Professional Institute for Estate Agents)
- Compare fees and included services
- Ask for references from other co-ownerships
- Read the contract carefully (duties, extras, termination)
Supervising the building manager
- Actively attend general assemblies
- Request accounts and supporting documents
- Appoint an auditor (mandatory)
- Report shortcomings in writing
For the landlord
Include the building manager’s contact details in your lease and inform the building manager of each tenant change. Use a rental management software to centralise your exchanges with the building manager and charges tracking.