Electronic registered letter or registered email
Since July 2016, electronic registered delivery has been available in Belgium. Its legal value depends on the service used and on the legal or contractual requirements that apply to the situation. Where a legal or regulatory provision requires registered delivery, that requirement is deemed to be met, subject to any specific requirements, by using a qualified electronic registered delivery service. An ordinary email is therefore not automatically equivalent to a registered letter.
Electronic registered delivery originates in the eIDAS Regulation, Regulation (EU) No 910/2014. This Regulation creates a European framework for electronic identification and trust services in digital transactions between businesses, citizens and public authorities. The eIDAS rules have continued to develop since 2018.
The key distinction is between a standard electronic registered delivery service and a qualified service. Messages sent through an electronic registered delivery service cannot be rejected as evidence merely because they are electronic. A qualified electronic registered delivery service also benefits from a legal presumption concerning the integrity of the data, dispatch by the identified sender, receipt by the identified addressee, and the accuracy of the recorded date and time.
To rely on this stronger evidential position, it is therefore advisable to check whether the chosen provider actually offers a qualified electronic registered delivery service. Belgium publishes an up-to-date trusted list of qualified trust service providers.
How does registered email work?
The exact process varies by provider. For a qualified service, the sender’s identity must be verified at a high level of assurance. The addressee’s identity must also be confirmed before the data is delivered. Sending and receipt are secured and supported by reliable time information.
Registration with an electronic identity card and the recipient’s digital signature were features of the service described in the 2018 article. They are not a universal process or a general requirement for every electronic registered delivery service. Always check the terms and the qualified status of the relevant provider.
What are the advantages of registered email?
Cost.
Costs now vary significantly by provider, service level and volume. The 2018 price comparison, which referred to €0.80 for registered email and at least €5.00 for a paper delivery, is no longer current. Compare not only the price, but also the level of evidence offered and whether the service is qualified.
Ease of use.
For both sender and recipient, registered email is considerably easier to use. There is no need to visit a post office, and the recipient can receive the delivery more easily. They do not need to be at home to sign for receipt. No more having to collect a delivery during post-office opening hours.
That ease of use remains an important benefit. Where a legal or regulatory obligation requires registered delivery, a qualified electronic registered delivery service may satisfy that obligation, subject to any specific requirements. For contractual or procedural notices, always check whether the law, the contract or the relevant authority requires a specific method of delivery. Some formal actions may still require registered post, service by a bailiff, or a specific digital government platform.
Recent case law: dismissal for serious cause
Recent case law provides a concrete example in employment law. In a judgment of 13 October 2025, the Labour Court of Antwerp held that a qualified electronic registered delivery service that meets the strict eIDAS requirements can be treated as a registered letter for notifying dismissal for serious cause under Article 35 of the Employment Contracts Act. The court accepted the validity of the notification in that case. However, this is a first-instance judgment and does not mean that every electronic dismissal notice will automatically be valid. The underlying facts and the chosen service remain decisive. The court also found that the employer had not sufficiently proven the serious cause itself, so the dismissal was not upheld on the merits. Read the court’s notice and judgment.
What about the consumer market?
Many private individuals send registered deliveries to each other, for example a landlord to a tenant. What about businesses that send registered deliveries to customers in case of non-payment? It seemed unlikely that private individuals would register easily.
Electronic registered delivery can also be useful for private individuals, for example for a formal notice of default, termination or contractual dispute. However, it is not always the best or sufficient solution. Where an important deadline or potential dispute is involved, it is sensible to verify the legally required form of notice and retain all evidence of sending and receipt.
Registered email is therefore no longer just an innovation. It has become a useful digital option, provided the right service is chosen. To rely on the legal presumptions under eIDAS, it is best to choose a qualified electronic registered delivery service and to check in advance whether that delivery method is permitted for the specific situation.
Do you also need to send a registered letter or email?
Do you have any questions regarding the content of a registered letter to be sent, or are you unsure whether your letter is legally sound? Please feel free to contact one of the lawyers at Wanted Law. We are happy to assist you!