Prepare for our visit regarding the EPC certificate

Welcome to our page dedicated to preparing for the visit of your EPC certifier in the Flemish Region. To ensure an accurate and optimal assessment of your property’s energy performance, we recommend following the advice below and preparing the necessary documents.

Why prepare these documents?

Having the appropriate documents available facilitates the work of our certifier and can improve your property’s energy score. Although these documents are not mandatory, they provide acceptable proof that helps avoid the use of default values, which are often unfavorable.

Mandatory documents (in certain cases)

1. Property built after 2006 – Initial EPC Certificate. For properties whose building permit application was submitted after January 1, 2006, it is mandatory to provide the EPC certificate received at the end of construction. Without this certificate, the EPC certification cannot be carried out.
2. List of acceptable proof – You must complete the following document: https://assets.vlaanderen.be/image/upload/v1750756626/repositories-prd/VEKA-EPC_aanstiplijst_ueqkc7.pdf

This document is issued by the Region. It contains the exhaustive list of documents accepted as “acceptable proof.” This signed form must be handed to our certifier at the beginning of the visit.

3. Apartment with a collective boiler room: access to the boiler room during our visit is mandatory. Travel fees may be charged if the boiler room was not accessible and you request a second visit.
4. Urban planning database: the certifier will not be able to quickly issue an EPC certificate if the property address is not recognized in the administration’s database. In the absence of an address or urban planning recognition of the property, it may take several weeks to resolve the situation, depending on administrative processing times. We recommend checking with your municipality that the residential units of your property are correctly registered in the database before the certifier’s visit.

Recommended documents to improve the EPC score (acceptable proof)

If certain elements cannot be visually verified on site, acceptable proof will allow the certifier to take them into account in the certification process:

• Contractor invoices (not quotations): for insulation works, photovoltaic panel installation, heating system installation, window frame installation, etc.
• Worksite photos: identifiable photos showing the completed works.
• Building plans and specifications.
• Final EPC declaration.
• An approved grant application from the Flemish Region for insulation installation.
• Housing plans, the urban planning permit, or the notarial deed making it possible to confirm the construction year of the property.

Optional but useful documents for the certifier

These documents are not considered acceptable proof for EPC certification. They are therefore used for information purposes only.

• Previous EPC certificates: for the same dwelling.
• Expert report: any report or expertise relating to your property.

How to submit your documents

• On site: present the documents during the certifier’s visit.
• Online: upload the documents via your customer portal.

Consequences of missing documents

Without acceptable proof, the certifier must use default values that are often unfavorable and may negatively affect the final EPC certificate result. For any document submitted after the on-site visit, an additional fee of at least €85 excl. VAT will be charged.

Additional information

For more details regarding documents and acceptable proof, you can consult the dedicated page:
https://assets.vlaanderen.be/image/upload/v1750756626/repositories-prd/VEKA-EPC_aanstiplijst_ueqkc7.pdf

For any further questions, please visit the VEKA website:
https://www.vlaanderen.be/energieprestatiecertificaat-epc-bij-overdracht-of-verhuur-van-een-wooneenheid

Thank you for your cooperation. We remain at your disposal for any additional assistance.