Electronic Burofax in rental agreements: A guide for tenants and landlords

Using an electronic Burofax in rental agreements has become a standard practice for both tenants and landlords in Spain. If you need to establish a legal record of communication between parties in rental agreements, it is a fast, cost-effective, and legally binding solution to provide conclusive evidence

Note for international users: In the Spanish legal system, a Burofax is a specialised service used to send documents where the sender requires proof of delivery and, crucially, certification of the contents. While traditionally sent via the post office, the electronic Burofax (Registered email) in rental agreements offers the same legal weight with much greater efficiency.

Unlike a standard registered letter, an electronic Burofax in a rental agreement allows you to prove who sent the communication, when it was sent, and exactly what it contained, all within minutes and without the need for physical paperwork.

Whether you are a tenant or a landlord managing rental agreements, using an electronic burofax is essential to ensure legal protection and traceability.

In this guide, we explain how to send an electronic Burofax in under 5 minutes, with full legal validity, starting from just €1.

What is an electronic Burofax in rental agreements, and what makes it legally valid?

An electronic Burofax is an email certified by a Qualified Trust Service Provider. When you send it, Lleida.net monitors the communication in a secure, audited environment under its exclusive control. As a result, a certificate is generated containing all delivery details, serving as private evidence with full legal standing.

The certificate includes:

• Sender’s legal name, ID, and email address.
• Recipient’s email address.
• Date and time of sending and delivery to the recipient’s server.
• Status of the recipient’s mail server.
• The full content of the email and its attachments.
• Technical Annex: Message ID, outgoing server IP, and destination server IP.

The electronic Burofax in rental agreements is a reliable communication mechanism that generates legal certainty for both parties in a rental agreement.

Why does it have legal validity?

With over three decades of industry expertise, Lleida.net is a Qualified Trust Service Provider under EU standards. This status guarantees that our certificates carry full legal weight and are universally recognized across all European Union member states

The legal framework supporting this service is robust:

• eIDAS Regulation: The European standard regulating certified electronic communications. It stipulates that data sent via a certified delivery service cannot be denied legal effect or admissibility in court solely because it is in electronic form.
• Spanish Law: Law 6/2020 on Trust Services and the Civil Procedure Law (LEC) recognize electronic documents as both evidence and official notification. Furthermore, Article 24 of the LSSICE admits them as documentary evidence in the formation and certification of electronic contracts.
• Consolidated Jurisprudence: Numerous court rulings lately have expressly recognized the evidentiary value of certificates issued by Lleida.net in civil and commercial proceedings.

Traditional Burofax vs. Electronic Burofax: A comparison

To choose the right tool for your rental agreement, it’s essential to understand the shift from legacy postal Burofax to its digital counterpart. Both are legally admissible, but their operational workflows and costs, are worlds apart:

Feature	Postal Burofax (Paper)	Electronic Burofax (Lleida.net)
How to send	In-person at a post office	From your usual email account
Availability	Only during business hours	24 hours, 7 days a week
Speed	1–2 business days	Immediate
Price	Approx. €15–€25	From €1
Proof of Delivery	Optional, additional cost	Always included
Attachments	Physical paper only	PDF, images, any format
Legal Coverage	Spain	Entire European Union (eIDAS)
Evidence Custody	Not included	5 years, always downloadable

When to use electronic Burofax in rental agreements as a tenant

As a tenant, an electronic Burofax provides irrefutable proof that you sent a formal notice on a specific date. This documented evidence is often the deciding factor should a dispute with your landlord arise late

Common use cases for tenants:

• Requesting a formal lease extension: If your contract is nearing its expiration, and you wish to renew, a Burofax provides irrefutable evidence of your request, ensuring your intent is legally documented.t.
• Notice of non-renewal: (Moving out): When terminating a lease, you must adhere to strict legal notice periods. An electronic Burofax serves as certified proof that you notified your landlord within the required timeframe.
• Claiming a security deposit refund: If a landlord withholds your deposit without justification, sending a formal Burofax is the standard legal precursor to any court claim or mediation.
• Reporting damages or required repairs: Documenting property damages via Burofax creates an official, time-stamped record. This protects your liability and proves you fulfilled your duty to inform the owner if the situation escalates.

For a tenant, an electronic Burofax is a high-value, low-cost investment. Starting at just €1, it generates a certified legal document that can save you thousands in potential legal fees or lost deposits.

When to use electronic Burofax in rental agreements as a landlord

Registered communication is not just for tenants. Landlords can also leverage this service to document official notices with full legal guarantees, maintaining the same speed and low cost.

Common use cases for landlords:

• Notice of non-renewal: (Lease termination): Notify the tenant within the mandatory timeframe established by the Spanish Urban Leasing Law (LAU). A Burofax ensures you have certified proof of both the notification date and the specific content of the notice.
• Documenting the property’s condition:Create an official, time-stamped record of a property’s state. This is vital evidence if disputes arise regarding damages or “wear and tear” at the end of the tenancy.
• Claiming unpaid rent(Arrears): Prove that you have formally requested payment within the legally required periods. This is a mandatory step before initiating any eviction or debt recovery proceedings.
• Notifying works or property maintenance: Ensure the tenant is officially informed of upcoming repairs or inspections with a certified delivery timestamp, preventing claims of “unauthorized entry.”
• Denying lease assignment or subrogation: If a tenant requests to transfer the contract to a third party, and you decline, a Burofax leaves no room for ambiguity regarding your legal position and refusal.

For landlords, the electronic Burofax provides the same legal safeguards as it does for tenants in rental agreements: it serves as certified proof of your communication’s content and delivery date

How to send an electronic Burofax in minutes: Step-by-step

The process is as simple as sending a regular email.

1. Sign up at Lleida.net (it’s free and only required once)
2. Purchase credits. Sending a registered email costs 7 credits
3. Access MyCloud. In the “Tools” section, you’ll find guides and videos explaining how to send it.
4. Compose your email using your usual email provider (Gmail, Outlook, etc.).
5. Add our certification address in the CC (Carbon Copy) field: [email protected]
6. Send the email. You will receive your documentary evidence in your inbox. You can also download it from your back office. This document contains all certified data: date, time, sender, recipient, content, and attachments.

It works with Gmail, Outlook, Apple Mail, or any other client. The entire process takes less than 5 minutes and costs from €1.