Representation at a New-Build Handover in Belgrade: How Someone Can Accept Your Apartment on Your Behalf

The developer tells you that your apartment is finished and ready to be handed over. You are abroad, the appointment is in ten days, and a flight is not an option right now. For foreign buyers of new-build apartments in Belgrade, this is the normal situation. The handover can be handled well by a representative, provided three things are settled beforehand: what the representative is legally allowed to do, what they must never sign, and what needs to be switched over organisationally after the appointment.

This article covers the organisational and legal side of a handover from a distance. Which technical points matter at acceptance, such as screed, windows, waterproofing or wiring, is a separate topic that we cover in our new-build apartment handover checklist for Serbia. How buying from a developer works as a whole is described in our article New-build apartment in Belgrade with a German-speaking contact.

What happens legally at the handover

At the handover (primopredaja), possession of the apartment passes from the developer to you. This is recorded in the handover record (zapisnik o primopredaji). The record matters for three reasons:

• It documents the condition of the apartment at the moment of handover and is therefore the basis for later defect claims.
• It records the meter readings from which electricity, water, heating and gas are billed to you.
• Many purchase contracts with developers link a final payment, or the settlement of a larger or smaller floor area than agreed, to the handover.

Whoever signs the record is making statements with legal consequences. That is why it must be clearly defined what your representative is allowed to do.

The power of attorney: what it should contain

The basis of the representation is a written power of attorney (punomoćje). How to prepare it in the correct form, through a notary in your home country (e.g. in Germany) with an apostille or directly at a Serbian embassy or consulate, is described in our article on property management in Belgrade for foreign owners without local residency. Here the focus is on the content.

A power of attorney for the handover should identify the apartment precisely, meaning the project, building, apartment number and, where already available, the cadastral details. It should list the permitted actions one by one. A proven approach is to split them into actions the representative may take alone and actions that require your prior written consent, for example by email.

You should state explicitly whether your representative may delegate their authority to someone else (sub-power of attorney). Some developers also require the power of attorney to reach them a few days before the appointment. Ask about this in advance.

What your representative should not sign

Pressure is often applied on handover day. The developer wants to close the project, the tradespeople are waiting, and a pre-printed form is ready. Typical wordings your representative should not sign without asking you first:

• "The apartment was accepted without defects", when defects are visible
• "The buyer has no further claims"
• a confirmation of the final floor area if it differs from the contract documents
• an acknowledgement of additional costs, for example for extras or connections

A proper handover record lists defects individually and sets a deadline for remedying them. If the developer's form is too brief, your representative can attach their own list of defects and refer to it in the record. The list should be written in Serbian, with a translation for you in addition.

Switching meters and utilities

After the handover, the running costs fall to the owner. Your representative should therefore photograph all meter readings on the day of the handover and transfer the utility accounts to your name.

According to EPS, switching the account only requires an application with ID and proof of ownership, for example the purchase contract. The application can be submitted in person, by post or by email. If you authorise someone else, they need a power of attorney. The documents for Infostan and the gas supplier are similar, but you should have the exact requirements confirmed locally, because they change.

With a new build, also think about the building itself: in Serbia, every apartment building is organised by a owners' association (stambena zajednica) with a building manager (upravnik). Your representative should register you with the manager as the new owner and leave your contact details so that you receive resolutions and statements.

Property tax: do not forget the filing

The obligation to pay property tax (porez na imovinu) begins with the use of the apartment. For private individuals, the form for this is PPI-2. The tax return must be filed within 30 days of the tax liability arising. Depending on the case, this liability arises when use begins, when the occupancy permit is issued, or from the date on which the apartment can actually be used. In Belgrade, the city's Secretariat for Public Revenue is responsible.

Whether in your case the notary has already transmitted the data or whether you have to file a return yourself is not always clear. Please have this confirmed locally. A representative with a suitable power of attorney can file the return for you.

Keys and access devices

With a new build, you rarely receive just one bunch of keys. Have your representative list each item individually in the record:

• apartment keys with their number, and the security card for high-security locks
• keys or fobs for the building entrance, cellar and storage room
• remote control or card for the underground car park
• letterbox key
• codes or app access for the intercom and smart home functions
• warranty cards and operating manuals for appliances included in the fit-out

If anything is missing, it belongs in the record. It sounds trivial, but a missing garage card can cost weeks later on.

The report to you

After the handover, you should receive more than a short message. A useful report contains:

1. The signed handover record as a scan, in Serbian and with an English translation
2. Photos of every room and every defect found
3. Photos of all meter readings with meter numbers
4. A list of the keys and access devices handed over
5. The status of the transfers with EPS, Infostan and the gas supplier
6. Contact details of the building manager and the status of your registration
7. Open items with deadlines, such as defects to be remedied by the developer

With this report, you have the documents you need for defect claims, for renting the apartment out later or for a sale. How a handover to a tenant works, with its own record, is shown in the article Belgrade apartment handover and lease.

Who can act as your representative

Formally, any adult can be given a power of attorney. In practice, three options have emerged:

• Friends or relatives on site: Low cost, but the person must speak the language, understand the documents and be able to stand firm with the developer.
• Lawyer: Legally secure, but often overkill for meter readings, utilities and keys, and priced accordingly.
• Property management company or property manager: Handles the handover, the transfers and the report in one process and continues to look after the apartment afterwards.

If the apartment is to be rented out or managed after the handover, the third option is usually the simplest, because the person who takes over the apartment also looks after it later. What such a package looks like is described in our article on all-inclusive rental management for new-build apartments in Belgrade. If you have already organised the purchase from a distance, you will know the procedures from buying property in Belgrade remotely.

Exgentum carries out apartment handovers in Belgrade for English-speaking owners, documents them in two languages, switches over the utilities and, on request, follows up on the developer's remedial work.

Checklist before the handover appointment

• Power of attorney with a precise description of the apartment and a list of permitted actions
• Clear agreement on what may only be signed with your consent
• Copies of the purchase contract, proof of payment and building specification with the representative
• Check with the developer whether the power of attorney must be submitted in advance
• Your availability on handover day for questions by phone or video
• Agreed scope of the report

Frequently asked questions

Can I organise the handover of my new-build apartment in Belgrade entirely from abroad?

Yes, with a power of attorney for a person on site. What matters is that the power of attorney defines exactly what the representative may do, and that risky statements are only made after consulting you.

Does the power of attorney for the handover have to be notarised?

For statements to authorities and utilities, a notarised power of attorney is usually required. Some developers accept a simpler form for the handover appointment itself. Ask in advance and, if in doubt, choose the notarised form with an apostille.

What happens if my representative signs a record "without defects"?

It then becomes difficult to claim defects later that were recognisable at the handover. That is why the power of attorney should make exactly this statement subject to your consent.

Who pays for electricity and heating before the handover?

Until the handover, usually the developer; after that, you. That is why the photographed meter readings in the record are so important.

Do I have to register for property tax after the handover?

Yes. A return must be filed within 30 days of the tax liability arising. Whether this has already been done via the notary in your case should be clarified locally.