What happens to the photo of my proof of identity taken during the delivery of registered mail?

We understand how it could be irritating to have to show your ID card every time you receive registered mail. However, under the postal law (see Royal Decree of 14 March 2022 – Chapter 2 Article 9. § 1) our delivery and counter staff have an obligation to check your identity and to take a photo of an official document confirming your identity. That is because registered mail has legal value. We therefore need to check your proof of identity to verify your identity, so we can be certain that the mail has been handed to the right person. Valid documents other than your ID card You can have the delivery person take a photo of another official proof of identity rather than your ID card.  Have registered mail delivered straight to your letterbox You can also have your registered mail delivered straight to your letterbox without having to sign for it. You can activate this option in the My bpost app (as a delivery preference) or at a Post Office or Post Point – upon presentation of your ID card. You authorise bpost to deliver registered mail straight to your letterbox and you will no longer need to show your ID card or even be home at the time of delivery.

To receive a registered mail, you need to show your identity card and provide a signature. This is required by law because it is a document of legal value. Therefore, the letter carrier must verify that the shipment is handed to the right person. Someone else can take receipt of your registered mail at your home or pick it up at the Post office or Post Point. You do have to give that person a mandate. This is how you do that: Set up a mandate in the My bpost app You will receive a notification in the app or by email about new incoming registered mail, provided you haven’t turned off notifications. So if you won’t be home, you’ll still have time to set up a proxy.

• Open the app and tap first ‘More’, then ‘delivery preferences’.
• Tap ‘registered mail’ and choose your preferred mandate: ‘last minute’ or ‘classic’. Identify yourself (with itsme or with your ID card) and follow the steps.
• You will receive a QR code, which you can pass on to the person of your choosing. This person simply shows this QR code during delivery. If you set up a classical mandate, they will also have to present their ID card.

Set up a mandate on your missing delivery notification If you are not home and you have not set any delivery preferences, we will leave a failed delivery notice. You can set up a proxy using this notification:

• Simply add the requested details on the rear and sign.
• Give this to the person you choose, along with a copy of the front and back of your ID card.

To take receipt of the registered mail from the mail carrier or at the Post Office counter this person presents:

• Their own ID card;
• The failed delivery notice as completed and signed by you;
• The copy of the back and front of your ID card.

Set up a mandate using a written postal proxy You can also fill out this postal proxy form. Again, to take receipt of the registered mail from the mail carrier or at the Post Office counter this person presents:

• Their own ID card;
• The failed delivery notice as completed and signed by you;
• The copy of the back and front of your ID card.

There are alternatives if you do not want a photo to be taken of your ID card during the delivery of registered mail.

• You can also have a photo taken of something else that proves who you are. It must always be issued by an official body or agency and it must include your full name and a photo that is clearly recognisable as you. Examples are a passport, a driving licence or a train or bus pass.
• You can also ask the person delivering to note down your full name and ID card number on the missed delivery notice and take a photo of that.
• Or ask him or her to hand your registered mail in at the post office of post point. When you go there to pick it up, you will again be asked to allow a photo to be taken of your ID card. You can then ask the person at the counter to note down your full name and ID card number and take a photo of that instead.
• You can also set up a last-minute mandate in the My bpost app under ‘delivery preferences’. You will receive a QR code you or someone else can use to take receipt of the registered mail item.