Guides for property managers · BRUXELLES
PEB visits in a co-owned building: access and scheduling
A practical Brussels property manager’s guide to appointment slots, occupants, keys and access tracking for a coordinated PEB campaign.
A PEB campaign in a co-owned building can become difficult for very ordinary reasons. An occupant has not received the appointment, the boiler-room key is missing, or two flats share the same number in different records. Before sending more reminders, create a schedule that everyone can understand. Each visit needs a confirmed arrangement, and unresolved points need an owner.
Start with an unambiguous list of homes
Use one row for each apartment included in the assignment. Record the complete address, floor, position and unit reference where available. Keep the same identifier in appointment records, technical files and correspondence. A letterbox number may not resolve confusion between two entrances or between a building’s official and everyday numbering.
Add only the information needed to arrange access: contact, proposed slot, confirmation and visit status. Restrict access to occupants’ contact details. A progress summary shared with all co-owners can show completed and outstanding visits without displaying everyone’s telephone number.
Get confirmation from the person opening the door
A date sent to the owner is not necessarily agreed with the tenant. Decide who contacts the occupant and records the reply. Explain the purpose, time window, rooms that must be accessible and whom to notify if plans change. Agree likely visit durations with the assessor; different homes may require different amounts of time.
A short message to adapt
“A visit is proposed to prepare your apartment’s PEB certificate. Please confirm your availability for the stated time window and tell the named contact about any access difficulties. Available technical documents can be provided ahead of the appointment.” Add the building’s practical details without overwhelming occupants with a large regulatory file.
Arrange communal access separately
Brussels Environment’s procedure includes a visit to the home and access to the room containing the boiler. Check how the communal boiler room will be opened before the first appointment. The person opening an apartment may not hold any technical-room keys.
- Name the key holder and an alternative contact.
- Ask the assessor which other spaces are relevant.
- Explain access restrictions and building instructions.
- Keep the shared technical documents readily available.
- Flag ongoing works and recent changes to equipment.
Do not ask an occupant to adjust equipment to complete the file. Technical intervention belongs to the appropriate professional. If an area is inaccessible, record that fact and discuss the implications with the assessor.
Agree how missed appointments will be handled
Before visits begin, agree the notification and rebooking process, including any conditions for a further visit. The quotation should make these arrangements understandable. For a larger campaign, reserving possible alternative slots may help, but it is an agreed arrangement rather than a promise of unlimited free visits.
After each visit day, record completed inspections, missing access and outstanding documents. Replace “in progress” with something useful, such as “visited; roof invoice awaited”. The next action and responsible person then become clear.
Close the remaining gaps
Completed visits do not automatically mean complete files. Agree a date for outstanding evidence and identify the affected apartments. Our general guide to managing a PEB campaign explains the wider process; this checklist deals with its practical scheduling.
For the shared evidence file, our guide to roof and façade insulation records helps organise documents before the first visit.
For buildings in Schaerbeek, Anderlecht or elsewhere in Brussels, precise access arrangements matter more than copying another building’s timetable. Describe your requirements in a property manager quotation request and compare the three support packages. The linked regional guidance is in French.
Prepare your file, then choose the level of support that fits your building.
Plan my building’s PEB visits