Creating a mandate

Open a sale or rental mandate, fill it in step by step, then review the summary and generate the PDF document.

Mandates are in the menu Properties and mandates › Mandates. A mandate is either a Sale or a Rental mandate; for a rental, the screens talk about landlord, rent and fees.

Who can do what

• The administrator, the manager and the agent open, fill in, have signed and close mandates. No particular right is needed.
• An agent sees all the agency's mandates, not only their own, and can edit all of them.
• The mandate's agent is the person who creates it. This cannot be changed afterwards.
• Only the administrator completes My agency: the agency's legal details (BCE, IPI, insurance) that are carried into the mandate.
• Every action (creation, field edited, step opened, document, signature) is entered in the mandate's audit log, with its author. This log can be neither edited nor erased.

The list of mandates

The Mandates page shows a table:

• Mandates are sorted from most recently modified to oldest.
• Click a line to open the mandate.
• The list has neither filters nor further pages: it shows the 50 most recently modified mandates.

Opening a new mandate

From the list

1. Click New mandate.
2. At the question “What is the owner entrusting you with?”, choose Sale or Rental (Sale is selected by default).
3. In Search a contact, type at least 2 characters of the seller's (or landlord's) name.
4. Click the contact found. If it does not exist yet, click Create contact “…”: it is created with the name entered (“Marie Dupont” gives the first name Marie and the last name Dupont).

From a contact's record

On the contact's record, click Open a mandate. The mandate is opened as a sale, with this contact as first seller.

From a private seller

In Customer relations › Private sellers, click Create the mandate under the valuation received. The mandate is opened as a sale and takes over the property's features, the price and the EPC that the private individual had entered. If the mandate already exists, the button becomes Open the mandate. See Private sellers.

What happens next, in all three cases:

• the mandate is created with the “Draft” status, with the chosen contact as first seller;
• the mandate assistant opens at step 1;
• a “mandate” event appears in the contact's history;
• for a rental, the fees are offered “In months of rent”.

The six-step assistant

• Each field saves itself when you leave it. There is no “Save” button. At the top of the screen, you read “Saving…”, then “Saved”, or “Not saved — try again”.
• A step only opens if all the previous steps are complete. A closed step carries a padlock and the tooltip “Complete step n first.”. A complete step carries a tick.
• Move from one step to another with Previous step and Next step. Next step stays greyed out as long as the current step is incomplete.
• At the bottom of each step, the “To move on to the next step” box lists exactly what is missing.
• When you reopen a mandate, the assistant opens on the first incomplete step.
• As soon as the mandate is “Being signed” or “Signed”, steps 1 to 5 become read-only (see Signing the mandate).

Step 1 — Agency and sellers

The agency and the agent

The Agency card shows the agency's company name, address, Company no., IPI, Professional liability and Guarantee. If any are missing, the message “The agency's legal details are incomplete: … They will be required to issue the mandate.” is shown. The administrator sees the Complete in My agency link. See My agency.

The Agent card shows the name of the mandate's agent and their IPI number, or “not provided”.

The sellers

One card per seller. At the top of the card, the list of what is still missing.

• Individual: First name, Last name, Date of birth, Address, Postcode, Town, Email address (valid), Phone and Marital status are required. If the marital status is “Married”, the Matrimonial regime is required too. Place of birth and Identity card number are optional.
• Company: Company name and Company number (BCE) are required, and its Authorised representative must be appointed.
• Rights over the property: Right over the property (Full ownership, Bare ownership or Usufruct) and Share (for example 1, 1/2 or 1/3).
• If the seller is married under the statutory community of property: answer “Is the property jointly owned by the couple?”.
• If the seller is married or a legal cohabitant: tick if needed It is the seller's family home, and appoint the Spouse or legal cohabitant (with their email address).

To add a co-owner, click Add a seller and search for or create the contact. To remove one, click Remove this seller (impossible if only one seller is left). View record opens the contact record.

The required signatories

The Required signatories card fills itself: it is not entered by hand. The application places there:

• each holder of a right over the property;
• for a company, its authorised representative;
• the spouse if the seller is married under universal community of property, or under statutory community of property when the property is joint;
• the spouse or legal cohabitant when the property is the family home.

Each signatory is shown with their email and the reason for their signature (“Owner”, “Usufructuary”, “Spouse — family home”…).

To move on to step 2

• at least one seller, and each seller complete;
• the shares cover the whole property (for example twice 1/2, or a usufruct and a bare ownership);
• each signatory has a valid email address.

Step 2 — The property

1. In Property address, type the Postcode then the start of the Street: choose the address offered (it comes from the official Belgian registers). Complete Number and, if needed, Box.
2. If a suggestion “Parcel found in the land register: …” appears, click Use to fill in the Land register. You can also enter Division, Section, Parcel and Cadastral income (€) by hand.
3. Choose the Property type: House, Apartment, Land, Investment building, Retail, Office, Garage or Other. You can note the Date of the purchase deed and the Notary of the deed.
4. State the Occupancy: Vacant, Owner-occupied or Let (in that case, Lease start, Lease end and Monthly rent).

• An address chosen from the suggestions carries the “Official address” badge and the property's region (“Wallonia”, “Brussels-Capital”, “Flanders”). An address edited by hand loses this badge.
• To move on to step 3: the street, the number, the postcode, the town and the property type.

Step 3 — Description

Required: Living area (m²), Bedrooms and General condition (New, Excellent, Good, Needs refreshing, To renovate, To demolish).

The rest is optional: plot area, area per room (Add a room), bathrooms, toilets, floors, years of construction and renovation, heating and insulation, garden and terrace, garages and parking spaces, kitchen and fittings.

The Description area is written in the seller's language; state it in Language of the description. This text and this language are then used as the basis for the listing.

Step 4 — Documents

The list of legal documents follows the property's region, deduced from the postcode. If it is wrong, correct the Region in the Legal documents card.

1. For each document, choose its status: To provide, Requested, Received or Not applicable.
2. Upload the file with Upload a file (PDF or photo, 20 MB at most).
3. For the energy certificate, fill in Energy class, Consumption (kWh/m².year), Certificate number and Valid until.

• For a rental, only the energy certificate is required.
• Each document still to provide becomes a task, a single one per document. The number of open tasks is shown in the card.
• A document whose validity ends in less than 30 days carries “Expires soon”, then “Expired”.
• To move on to step 5: the energy certificate (PEB, or EPC in Flanders) must be at least Requested. “Not applicable” is not enough.

Step 5 — Terms

The mandate and the price

• Mandate type: Exclusive (default) or Non-exclusive.
• Duration (months): from 1 to 60. Start date. Place of signature (empty: the agency's town).
• Asking price (€) (rental: Monthly rent excluding charges (€)).
• Negotiation margin (€): it stays confidential and appears in no document given to the seller and in no publication.
• For a rental: Charges (Advance (with yearly statement) or Fixed amount) and Monthly charges (€).

Enter amounts as “345 000” or “12 523,50”.

The rental terms (rental only)

• Proposed type of lease: Main residence, Short term, Student or Shared housing (no shared housing in Flanders).
• Rental deposit (months of rent): the screen reminds you of the cap that applies in the property's region.
• Available from, and in Brussels the Reference rent (Brussels).
• Boxes Furnished, The agency also manages the let property (property management) and The landlord approves the candidate themselves.

The commission

1. Choose the Commission type: Percentage of the price or Flat fee (for a rental: In months of rent or Flat fee).
2. Enter the Rate (%), the Flat fee (€) or the Fees (months).
3. Tick Amount entered incl. VAT if your amount includes VAT.

The screen calculates the amount excl. VAT and incl. VAT (VAT at 21 %). A percentage cannot exceed 100 %, and rental fees cannot exceed 12 months of rent.

Duration, renewal, termination

• Notice to refuse renewal (months) (1 by default) and Notice after renewal (months) (2 by default). The screen calculates the End of the mandate and the Last day to refuse the renewal (inclusive).
• Termination and compensation: the percentages and durations are suggested automatically; change them if needed.

Advertising, documents and consents

• Agreed advertising channels: tick the channels agreed with the seller (Immoweb, Immovlan, Zimmo, ImmoBooking, agency website, social media, sign, buyer database, shop window).
• Sale documents (article 5): for each document from step 4, say whether it is Obtained by The agent or The principal. If it is the agent, enter the Cost incl. VAT (€) and tick Principal's express consent.
• Sale conditions: agreed conditions, costs borne by the seller, handover of the keys.
• Consents: the three boxes are required — general terms accepted, pre-contractual information provided, personal data notice.

To move on to step 6

• the price (or the rent), the commission, the duration and the start date;
• the three consents ticked;
• for a rental, in addition: the charges, a type of lease allowed in the region, a deposit within the cap.

The summary and the PDF document

When steps 1 to 5 are complete, the assistant shows “The mandate is complete: review the summary with the seller and generate the document.”.

1. Click View the summary.
2. Review it with the seller: the parties, the signatories, the property, the duration and its dates, the price and the commission, the compensation, the advertising, the documents, the conditions and the audit log. The negotiation margin does not appear.
3. Click Generate the PDF.
4. Wait for “Document ready (text …).”, then click Open the PDF to check it.

What happens next:

• the mandate receives its reference, in the form “IB-YYYY-NNNN”;
• the document is filed with the property's documents. If you correct the mandate and then click Generate again, a new version is added: the old one is not overwritten;
• step 6 then lets you send the mandate for signature (see Signing the mandate).