How to apply for a Belgian visa

Moving to Belgium is exciting, but applying for a visa can feel overwhelming if you’re navigating the process for the first time.

Belgium follows EU visa rules; however, processing times, requirements, and documents can vary depending on your specific situation, so it’s worth examining the details.

In this guide, you’ll learn:

• The main visa types for Belgium

• Step-by-step instructions on how to apply

• Which documents are required

• How long processing takes, and what delays to expect

• How Belgium’s process compares to other EU countries

• And our practical tips to avoid common mistakes

By the end, you’ll know exactly which visa path is right for you, and how to apply with confidence.

Here we go!

Choosing the right visa

The first step is determining which type of visa best suits your plans. Belgium has two main visa categories, and choosing the right one will save you stress later.

The first category is short-stay Schengen visas (type C). These are for visits up to 90 days within a 180-day period, typically used for tourists, short-term training courses, or conferences.

If your passport is from a country with a visa-free agreement with the EU, you may not need this at all. The EU’s official list of exempt countries is the most reliable way to verify.

On the other hand, if you’re relocating for more than 90 days, you’ll need a long-stay national visa (type D).

The most common types are:

• Work permits: Usually tied to an employer or specific job. Regional authorities are responsible for the actual permit decision.

• Study visas: For enrolling at a Belgian university or a recognized program.

• Family reunification visas: To join a spouse, partner, or close family member who resides in Belgium.

Here, the Immigration Office manages the process at a federal level, but approval often depends on regional authorities for work-related cases.

Application and eligibility requirements

Anyone can apply for a Belgian visa, provided they meet certain basic requirements. These apply across categories and ensure you’re legally and safely entering the country.

To be eligible, you’ll typically need to:

• Hold a valid passport (valid for at least 3 months beyond your stay).

• Show you don’t pose a threat to public health or security.

• Demonstrate financial stability to support yourself during your stay.

Some groups benefit from EU mobility rules, which make things a bit easier:

• Researchers can move within the EU under a special directive.

• Highly qualified workers may be eligible for a Blue Card, which facilitates working and living in multiple EU countries.

Learn more about how to get a blue card.

Requirements aren’t identical everywhere. Your nationality, where you apply, and the type of visa can all affect what’s asked of you, so always double-check with the Belgian embassy in your country.

Step 1: Complete the visa application form

Your first official step is to complete the visa application form through Belgium’s Visa On Web system, managed by the Belgian Immigration Office. This online portal is where most applicants start.

There are two ways you can apply:

• Online application: You create an account, fill in your details, and generate the application form. This is the standard method, ensuring your data is digitally stored.

• Paper forms: In rare cases, some embassies may still accept paper forms. Always check the website of the Belgian embassy or consulate where you’ll apply.

Ensure that every detail matches your supporting documents exactly, as even minor inconsistencies can lead to delays or rejection.

Step 2: Prepare the required documents

You’ll need to compile a combination of core documents and visa-specific documents. Missing or incorrect paperwork is the most common cause of delays; therefore, it is essential to prepare carefully.

These core documents are almost always required:

• A valid passport

• Recent passport photos (35x45 mm)

• Proof of accommodation in Belgium (hotel booking, rental, or host letter).

• Belgian visa-compliant health insurance.

Depending on your situation, you’ll also need visa-specific documents:

• Work visa: An employment contract and work authorization from the regional authority.

• Study visa: Your enrollment certificate and proof of sufficient funds (Belgian authorities set a minimum yearly amount).

• Family reunification: Official birth or marriage certificates, which must be legalized and, if necessary, translated.

Documents such as marriage or birth certificates often require an apostille or legalization stamp to be recognized in Belgium.

If they’re not in Dutch, French, German, or English, they may also need an official translation. This is a frequent cause of processing delays, so it’s worth addressing early on.

Step 3: Book an appointment

Once you’ve collected all your documents, the next step is to book an appointment to submit them, along with your biometrics.

Generally, you’ll book your appointment with the Belgian embassy or consulate in your country of residence.

In some regions, Belgium collaborates with external service providers, such as VFS Global. If so, your application will go through their booking system.

Appointment wait times can vary a lot. In some countries, you might wait just a few days, whereas in others it could be weeks or even months. High-demand periods usually mean longer queues.

Book as early as possible, especially if you know you’ll need to travel on specific dates.

Step 4: Attend your interview and provide biometric data

Your appointment isn’t just about handing in papers. You’ll also undergo biometric data collection and a brief interview.

During your appointment:

• Fingerprints and a digital photo are taken.

• You’ll have a brief interview about your travel purpose, accommodation, and how you plan to support yourself financially.

• Your data is stored in the EU’s Visa Information System (VIS), allowing it to be used for future Schengen visa applications.

We recommend bringing both the originals and copies of all your documents, as embassies often keep copies and check originals on the spot.

Remember to stay calm and answer honestly. These interviews aren’t an interrogation, but rather a simple, practical formality.

Step 5: Pay the visa application fee

Every application comes with a fee, which varies depending on the type of visa you’re applying for.

Here’s a general overview of visa prices:

• Schengen visas (type C): Around €80, set by EU rules.

• National visas (type D): Generally €150–350, depending on the category. Family reunification and work permits are typically on the higher end of the spectrum.

• Additionally, some regional authorities charge an administrative fee for processing work permits, which is in addition to the visa fee.

For the most current rates, the Belgian Foreign Affairs website keeps an updated fee list.

Payment methods vary depending on the embassy or service provider, with cash, card, and bank transfer being the most common options. Always check before your appointment.

Importantly, fees are non-refundable even if your visa is refused.

Step 6: Wait for processing and receive your visa

Processing times vary, but knowing the averages helps set realistic expectations.

Here’s how long processing generally takes:

• Schengen visa (type C): about 15 calendar days once your application is complete.

• Long-stay visa (type D): often several weeks to months, depending on your case.

In some situations, delays may be due to:

• Background checks (for security or health reasons)

• Document legalization or translations that aren’t finalized

• Seasonal peaks, like summer holidays or the start of the academic year

• Incomplete applications that require extra information

For work and study visas, the Belgian embassy may only begin processing after regional authorities have granted preliminary approval. This can add several weeks before your visa file even moves forward.

Receiving your Belgian visa decision

When the decision comes through, there are two possible outcomes:

If approved:

• Your visa is stamped into your passport.

• For Schengen visas, the 90/180 rule applies, and you can spend up to 90 days in Belgium (or other Schengen countries) within a 180-day window.

• For long-stay visas, you’ll enter Belgium with your visa then apply for a residence permit at the local commune (town hall) within 8 days of arrival.

If refused:

• You’ll receive a written explanation.

• You have the right to appeal, usually within 30 days. The Belgian Immigration Office website provides detailed instructions on the appeal procedure.

• You may also reapply, especially if the refusal was due to missing or incomplete documents. This is often quicker and easier than filing an appeal.

Many refusals stem from simple errors or inadequate documentation. Avoid common mistakes, such as submitting incomplete forms, providing weak financial proof, or applying too close to your travel date.

Conclusion

Whether you’re moving to Belgium for work, study, family reunification, or simply planning an extended stay, knowing which visa you need and how to apply makes all the difference.

Whilst Belgium’s procedures are similar in scope to countries like Germany or France, timelines and paperwork are slightly different, so it’s important to rely on accurate, official sources.

Preparing early makes the process as easy as possible, and allows you to focus on making the most of your move to Belgium!