AIMA Accommodation Declaration: Landlord’s Guide (+ Template)

If you rent to foreign tenants, sooner or later you will receive this request: “Can the landlord sign an accommodation declaration for AIMA for me?”. The accommodation declaration has become a recurring document in AIMA (Agency for Integration, Migration and Asylum) appointments — and most landlords do not know what it is, what it should contain, or what risks they assume by signing it. This guide explains everything, with a draft included.

What is the AIMA accommodation declaration?

It is a document in which the owner (or landlord) declares that a specific person resides in their property, stating the address. AIMA has been requiring it as proof of accommodation in residence permit processes, especially when the lease agreement is not registered with the Tax Authority or when the applicant is not on the contract (for example, family members or cohabitants).

Important: AIMA does not provide a single official draft, and the requirements vary by branch — hence so much confusion and so many last-minute requests.

When is the declaration necessary (and when is it not)

Tenant’s situationWhat AIMA usually accepts

Lease agreementregistered with the ATin the applicant’s nameThe registered contract itself — the simplest and safest way
Contractnot registeredwith the Tax AuthorityAccommodation declaration signed by the owner (often with a notarized signature)
Applicant whois not on the contract(spouse, children, cohabitant)Declaration from the landlord/owner confirming the accommodation
Accommodation provided free of chargeDeclaration of provision/statement of responsibility from the owner

The practical takeaway for landlords: a well-drafted contract registered with the AT within 30 days avoids, in most cases, the need to request a declaration — the registration is, in itself, the proof. It is one more reason (besides the fines and access to the BAS) to never skip the registration.

What the declaration must contain

• Full identification of the declarant (landlord/owner): name, Tax Identification Number (NIF), identification document, and address;
• Title that legitimizes the declaration: property owner (indicate the property tax article) or landlord with an active contract;
• Identification of the accommodated person(s): full name, nationality, document (passport/residence title), and NIF if applicable;
• Full address of the property where the person resides;
• Nature of the accommodation: lease (with contract date) or rent-free provision;
• Date since the person has resided there;
• Place, date, and signature.

Notarized signature: when it is required

Practical rule used by AIMA delegations: if the landlord does not accompany the applicant to the appointment, the signature on the declaration must be notarized — by a notary, lawyer, or solicitor. Some delegations also request a copy of the owner’s identification document and proof of ownership (caderneta predial). The Order of Notaries itself recommends that the declaration be handled exactly at the time the contract is signed, to avoid last-minute rushes.

Accommodation declaration draft (template)

Adapt the fields in parentheses:

ACCOMMODATION DECLARATION

(Full name of the declarant), holder of (document and no.), taxpayer no. (NIF), residing at (address), in the capacity of (owner / landlord) of the property located at (full address of the property), registered in the urban property registry under article (no.), of the parish of (parish), municipality of (municipality), declares, upon their honor, that (full name of the hosted person), of (nationality) nationality, holder of (passport/title no.), has resided in the aforementioned property since (date), under a (lease agreement signed on (date) / free provision of accommodation).

Being true and having been requested, I issue this declaration, which I hereby sign.

(Location), (date) — Signature

Note: this is an informative template, not legal advice. In complex processes (family reunification, CPLP, specific visas), the applicant must confirm the exact requirements of their AIMA delegation.

Risks for the landlord: what are you signing?

1. False statements have consequences — only declare those who actually reside in the property, from the real date;
2. Consistency with the contract and the Tax Authority (AT) — if you declare that X resides in the property but the contract does not mention them and is not registered, you are documenting your own irregularities. Regularize it first: register the contract and, if necessary, make an addendum with the real occupants;
3. Overcrowding — declaring 6 people in a 1-bedroom apartment (T1) may raise habitability issues;
4. Do not confuse with a guarantor — the declaration confirms residence; it does not make you responsible for the tenant’s obligations to the State.

Best practices for landlords with foreign tenants

• Handle the declaration at the time of signing the contract (and the notarization of the signature, if foreseeable);
• Identify all occupants in the contract — our free Lease Agreement Generator has fields for this;
• Register the contract with the Tax Authority (AT) within 30 days — this saves the need for the declaration in many cases;
• Analyze the applicant’s solvency as you would with any other: the Solvency Calculator works with income from any source;
• Keep a copy of everything you sign.

Frequently Asked Questions

Am I required to sign the accommodation declaration?

There is no legal obligation to issue it — but if the tenant legitimately resides in the property, refusing will only complicate their life without protecting the landlord from anything. The elegant alternative is to have the contract registered, which waives the need for the declaration in most cases.

Does the declaration always require notarization?

Not always: standard practice is to require notarization when the landlord is not present at the appointment. As regional offices vary, having it certified by a lawyer, notary, or solicitor is the safe route.

How much does it cost to notarize the signature?

A simple signature notarization has a low cost (typically around €10–25, depending on the professional). It is the tenant who usually bears this cost.

Can I declare someone who is not on the contract?

You can, if the person actually resides in the property — but the best practice is to update the contract/occupants to keep everything consistent.

Contracts in order, fewer requests

Almost all declaration requests arise from unregistered or incomplete contracts. Solve it at the source: → generate a lease agreement compliant with the NRAU with all occupants identified, and register it with the Tax Office in the week of signing.