How do I receive business mail without a physical office in Brussels?

You can use a licensed domiciliation provider like YELOMEX. They receive all your mail at their Brussels address, scan it the same day, and send it to you by email. No physical office needed — your registered address remains fully legal for BCE and VAT registration.

Is mail scanning included in Brussels domiciliation services?

Not always. Some providers charge per scan (€1–3 per page). YELOMEX includes unlimited scanning in its all-inclusive €60/month package — no extra fees regardless of mail volume.

How quickly is business mail scanned and forwarded in Brussels?

At YELOMEX, 85% of mail is scanned and emailed within 8 hours of reception. Urgent registered letters and official correspondence (tax authorities, ONSS) are prioritised and notified immediately.

Can I receive registered letters and official government mail at a domiciliation address?

Yes. A licensed domiciliation address in Brussels is fully recognised by Belgian tax authorities (SPF Finances), the social security office (ONSS), and the BCE. All official correspondence — including registered letters — can be received and managed at your domiciliation address.

What is the difference between a PO box and a business domiciliation address in Belgium?

A PO box is a mail collection service only — it cannot be used as a legal registered office for a Belgian company. A domiciliation address from a licensed provider is a real physical address that satisfies Belgian company law requirements for BCE registration, VAT, and banking.

How much does mail forwarding cost for a Brussels business address?

Costs vary by provider. Some charge €5–25 per forwarding shipment on top of the base subscription. YELOMEX includes mail scanning and digital forwarding (email) in its flat €60/month rate. Physical postal forwarding is available on request at cost price.

Can I use a Brussels domiciliation address to open a Belgian business bank account?

Yes, provided your domiciliation provider is registered with the Belgian FPS Economy. YELOMEX was among the first providers to obtain this registration in Belgium. Banks including BNP Paribas Fortis, ING, and KBC accept YELOMEX addresses for professional account opening.

My company goes into liquidation: How do I manage my official mail and registered address?

VARO
Jun 16
5 min read

What your accountant tells you to stop — and what they don't handle for you.

Your accountant has given you a clear instruction: no more expenses under the company. The decision to liquidate has been made. On paper, it's simple.

Except that a company in liquidation remains a full legal entity until its closure is published in the Belgian Official Gazette (Moniteur belge). And during that period — often several months long — your registered office keeps receiving mail you cannot afford to miss.

Here is what this means in practice for your registered address, and the options available to you.

Liquidation does not mean immediate closure: the Belgian legal framework

This point changes everything. Under Belgian law, company liquidation is a two-stage procedure. First, the decision to enter liquidation is passed by the shareholders at an extraordinary general meeting. Then, a liquidator is appointed to inventory the assets, settle the debts, and distribute whatever remains. Only once all these steps are complete — and after the closure is published in the Belgian Official Gazette — does the company legally cease to exist.

The Code of Companies and Associations (articles 2:72 to 2:148) governs this procedure. Between the liquidation decision and the actual deregistration in the Crossroads Bank for Enterprises (CBE), several months systematically pass. A year, sometimes more, depending on the complexity of the situation: outstanding receivables, tax audits, unresolved disputes.

Why your registered office will keep receiving official mail

As long as the company exists in the CBE, the government and creditors treat it as a full legal entity. Your registered office is their legal point of contact. That is where all official correspondence is sent, regardless of any internal decision you have made.

During liquidation proceedings, the typical senders include:

The FPS Finance, for tax assessment notices (corporate tax), VAT reminders, ongoing audits, or communications related to your last tax return. These documents are subject to legal deadlines: a missed document can mean a missed appeal deadline.
The CBE and the FPS Economy, for communications relating to your company number, particularly if any modifications or publications are still pending.
The liquidator, if it is not you. Convocation notices, document requests, and creditor communications may all be routed through the company's official address.
Courts, in the case of an ongoing dispute or proceedings initiated by a creditor after the liquidation decision.
Creditors or former partners whose next steps you cannot anticipate.

Some of these are sent by registered post with acknowledgement of receipt. Others are ordinary letters that no one announces in advance. A registered office that is closed or left unmanaged too early means a missed tax document, an undelivered formal notice, or an ignored court summons — all with real consequences.

What are your options for the registered office during liquidation?

You have three paths. None is universally better: it depends on your situation, your liquidator, and the expected duration of the procedure.

Option 1: Keep your registered address active throughout the procedure

This is the simplest option administratively. Your mail arrives at a known, professionally managed address. You are notified upon each delivery. The risk of missing a critical document is minimal. Most professionals recommend this for liquidations without particular urgency.

The question that arises: your accountant has asked you to stop all company expenses. Can the registered address continue under different billing arrangements? Yes — and that is exactly what the next section covers.

Option 2: Transfer the registered office to your accountant's or liquidator's address

If your accountant or liquidator agrees to host the address, this is a clean solution. They receive official mail directly and handle it within the scope of their mandate. However, transferring the registered office requires a decision by an extraordinary general meeting, and depending on your legal form, potentially a notarial deed followed by publication in the Belgian Official Gazette. It is neither instant nor free.

Option 3: Transfer the registered office to your private address

Possible, but worth weighing carefully before acting. Your personal address becomes public in the CBE and the Belgian Official Gazette, linked to a company in liquidation proceedings. If you have parallel independent activities, the blurring of your personal assets and the company's obligations can create problems. Consult your liquidator before making this decision.

Your company can no longer pay for the registered address: what to do in practice

Your accountant is right in principle. A company in liquidation should not incur new expenses that are not directly related to the winding-up. Domiciliation fees during the procedure are often accepted as legitimate liquidation costs, since they enable the company to receive the correspondence necessary for the closure itself. Ask your liquidator to confirm this for your specific situation. But there is a more immediate alternative. It is possible to switch the billing to your personal name.

In practice: you ask your business centre to update the billing details. The invoice is now issued in your own name, at your private address. You pay it out of pocket. The service itself remains identical: your company continues to receive its official mail at the registered address, and notifications reach you as usual.

What this means for tax purposes

Billed to your personal name, this cost is no longer a deductible expense for the company. It is a private expense, with no tax deductibility on your side either. VAT applies at 21% and is not recoverable as a private individual. For a service at €60/month excl. VAT, this amounts to €72.60 incl. VAT per month — a limited cost for a procedure that is finite in duration.

Inform your liquidator of this arrangement so that the liquidation file is complete and consistent.

A concrete example

A manager of an SRL domiciled at 1000 Brussels learns that her company is entering liquidation. Her accountant asks her to freeze all company expenses. She contacts her business centre and asks whether the billing can be switched to her personal name. The answer is yes: her personal details replace the company's on the next invoices. Her company continues to receive its official mail throughout the entire procedure, she misses no documents from the FPS Finance, and the liquidation closes without any administrative hitch.

Checklist: Before cancelling your registered address at the end of liquidation

Checklist :
Do not cancel your contract until you have verified the following:

The closure of the liquidation has been published in the Belgian Official Gazette and your company number has been deregistered from the CBE (verifiable at kbopub.economie.fgov.be).

Your liquidator has confirmed that all receivables are settled and all expected correspondence has been handled.

You have updated your contact address with the FPS Finance, particularly if a tax file remains open in the company's name.

Your last corporate tax return has been filed and the period during which the tax authority can still contact you has elapsed.

Once all of these points are confirmed, cancellation can proceed without risk.

Frequently Asked Questions

Can domiciliation be billed to my personal name if my company is in liquidation?

Yes. You simply ask your business centre to update the billing details. The invoice is issued in your own name, at your private address, and paid personally. The service remains unchanged: your company continues to receive its official mail at the registered address.

How long do I need to keep my registered office address during a liquidation?

Until the final closure and deregistration of your company in the CBE. In practice, this takes between six months and two years depending on the complexity of your situation. The procedure is governed by articles 2:72 to 2:148 of the Code of Companies and Associations.

What happens if I receive official mail after the liquidation is closed?

Once the company is deregistered, mail that arrives at the former registered office address has no legal recipient. If you cancelled your domiciliation before updating all the relevant authorities, that mail will not reach you. Before cancelling, make sure you have communicated your new contact details to the FPS Finance, the NSSO, your VAT office, and any creditor or partner whose process is still ongoing.

You are managing the liquidation of a company domiciled at 1000 Brussels and want to keep your official address active during the procedure, or simply switch the billing to your personal name? Our team can update your contract within a few days.