Filling in the Belgian energy transfer document: what, when and how

What is the energy transfer document?

The energy transfer document is one common form issued by the three Belgian energy regulators: the Flemish VREG, Brugel in Brussels and CWaPE in Wallonia. It exists in Dutch and French, and it is the same document everywhere in Belgium. Per meter you record the EAN code, the meter number and the reading on the day of the handover, together with the details of the outgoing customer and the new user.

The document is expressly not a contract with an energy supplier. The new user still has to choose a supplier or take over the existing contract. The form only draws the line: everything before the reading is for the outgoing party, everything after it for the new one.

When do you fill it in?

Whenever the electricity or gas connection changes user:

• at a move: the departing tenant and the new tenant, or the tenant and the owner if the home stays empty for a while;
• at the sale of a home, between seller and buyer;
• at a separation, when one partner stays in the home;
• at a death, when someone else takes over the home.

The natural moment is the day of the move-out inspection or the move-in: you are standing at the meters together anyway, and the readings in the condition report are the same ones that go on the energy transfer document. Do it right away: a reading taken a week later is already a different consumption.

Which data do you need?

• The date of the handover.
• The address the change applies to.
• Electricity: the EAN code (18 digits, starting with 54, printed on the energy bill), the meter number, the meter type and the reading or readings. A single-rate meter has one reading, a dual-rate meter a day and a night reading, an exclusive night meter its own reading. Anyone with solar panels also notes the injection readings.
• Natural gas: EAN code, meter number and reading in cubic metres.
• Budget meter: whether electricity or gas is prepaid.
• Both parties: name or company name with enterprise number, phone, e-mail, the address for invoices and the current supplier.
• For the new user: whether they use the energy as a tenant, as an owner-occupier, or as the owner of a home that is empty pending rental or sale.

Water is not on this form. The water company has its own moving form.

Two variants: classic or with a production installation

There are two versions of the document. The classic version suffices for any home without its own production. Anyone with solar panels or another production installation uses the renewable-energy version: it has extra boxes for the injection readings of the digital meter (offtake and injection, day and night each). Pick the wrong version and half of the readings are missing, and the discussion with the supplier comes later anyway.

You fill in the document with a digital meter too. The grid operator's automatic reading takes precedence if the readings were to differ, but the document remains the proof of the date and of who took over.

What do you do with it afterwards?

1. Fill in the document in two copies, one per party.
2. Have both parties sign both copies. A document with one signature carries little weight in a dispute.
3. Each party keeps an original and sends a copy to their energy supplier as soon as possible. The outgoing party so that their final bill stops at the right reading, the new user so that their contract starts at the right reading.

Not sure who the grid operator is? Each regulator has a lookup page: Fluvius in Flanders, Sibelga in Brussels, and ORES or RESA in Wallonia, depending on the municipality.

The most common mistakes

• Mixing up the EAN code and the meter number. The EAN code identifies the connection point and has 18 digits; the meter number is on the meter itself and changes when the meter is replaced.
• Swapping day and night. On a dual-rate meter the day register is 1.8.1 (also called HI or A+) and the night register 1.8.2 (LO or A-). A swap gives a wrong settlement for both parties.
• Forgetting the decimal point. Write the reading as it appears on the meter, decimals included. A reading of 12345.6 kWh written as 123456 is an extra year on the bill.
• No signature from the other party. Without the second signature the document is a one-sided statement.
• Not sending the copy. A document in a drawer is no proof for the supplier. Send it, or upload it in the customer portal.

The energy transfer document from your condition report

If you work with ImmoHabits, the meter readings, meter numbers and EAN codes are already in the file: they are read from the meter photos during the inspection and shown on the Meter readings tab. From there you create the official energy transfer document in one click, pre-filled with those readings and with the parties from the file. You choose the language (Dutch or French) and the variant (classic or with solar panels), check everything in four steps and download the PDF. It costs no token.

Because the readings come from the same file as the condition report, both documents are guaranteed to carry the same figures. More in the documentation.

Sources

• Energieovernamedocument, Vlaamse Nutsregulator (VREG), December 2025 edition
• Energieovernamedocument, Brugel (Brussels)
• Document de reprise des énergies, CWaPE (Wallonia)