Visa D application (Family reunification)

It is highly recommended to read the practical information published on the website of the competent Belgian embassy/consulate-general, and on the website of the service provider who receives visa applications on behalf of the embassy/consulate-general (TLS Contact, VFS Global, etc.) before starting the application process. 

STEP 1: create a user account

This account must be created on https://visaonweb.diplomatie.be/ (This hyperlink opens a new window) by the foreign national applying for family reunification or by the sponsor or by a third party assisting them with their application.

STEP 2: fill in an application form

The user fills in a visa application form online. He or she will indicate clearly the purpose of the visa application in box 23 of the form (for example, family reunification with a refugee) and, if necessary, add a comment in box 24.

The user sends the completed and validated form. Then he or she will receive a copy of the form at the email address provided on his or her account.

If family reunification involves several members of the same family, one account can be used to fill in and send several application forms.

STEP 3: make an appointment to submit the visa application 

The user makes an appointment via the website of the external service provider with which the diplomatic or consular post works.

STEP 4: submit the visa application

4.1. Go in person

On the day of the appointment, the applicant must go in person to the Visa Application Centre (VAC) selected when making the appointment.

_{By way of derogation, family members who find it impossible or excessively difficult to submit their visa application in person may submit their application by remote communication to the Belgian diplomatic or consular post responsible for their place of residence. This mainly concerns applicants who are members of the family of a foreign national to whom Belgium has granted refugee status or subsidiary protection, and applicants who are in a country or region affected by war or conflict and where Belgium does not issue visas.  [CJEU - Judgment of 18 April 2023 in case C-1/23 PPU]}

_{The following procedure must be followed:}

_{1. The applicant (or his/her representative) sends an e-mail to the relevant diplomatic or consular post stating the reasons why it is impossible or excessively difficult for him/her to submit the visa application in person.} 

_{2. The post evaluates whether it can accept a visa application introduced through a remote means of communication.} 

_{In the event of a positive evaluation, the post sends the applicant a visa application form and instructions on how to pay the visa fee.} 

_{In the event of a negative evaluation, the post will inform the applicant by e-mail. The applicant must then follow the usual procedure (see above).}

_{3. Applicant authorized to submit his/her application through a remote means of communication can send his/her file to the post by e-mail. This file must include the following documents:}

• _{the visa application form received by e-mail, completed, signed and printed out;}
• _{a valid travel document;}
• _{proof of payment of the fee, unless exempted;}
• _{documents proving that the conditions for family reunification have been met.}

_{If the original documents issued abroad have not been presented for legalization prior to submission of the visa application, the applicant must enclose a good-quality, color copy of both sides of these documents with the application.} 

_{4. If payment has been made, the visa application is registered and forwarded to the Aliens Office for further processing.} 

_{ATTENTION: The personal appearance of the applicant at a later stage of the procedure remains compulsory for identity verification, biometric identification and, if necessary, an interview.} 

_{Original documents must still be presented at a later stage of the procedure to verify their form and authenticity, at the latest when the visa is issued if the conditions for family reunification are met.}

_{The presentation of a travel document in which a visa can be affixed at a later stage in the procedure remains obligatory, at the latest when the visa is issued.} 

_{The visa will not be issued to an applicant who has not appeared in person at least once during the procedure or who has not presented the original supporting documents.}

4.2. Documents

On the day of the appointment, the applicant must submit the following documents:

• the appointment confirmation;
• the visa application form received by e-mail, completed, signed and printed out;
• a valid personal travel document;
• proof of payment of the fee, unless exempted;
• proof of payment of the visa handling fee, unless exempted;
• proof of payment of the service fee determined by the VAC;
• documents proving that the conditions for family reunification have been met.

The VAC checks with the applicant the contents of his or her file and hands him or her a checklist indicating which documents were presented when the visa application was submitted and which documents, if any, were not presented. Applicants whose files are not complete may decide to submit their visa application later on. In this case, they will be given their file and will make a new appointment online once they have completed their file.

_{By way of derogation, the visa application of family members of a foreign national whose refugee status has been recognised by Belgium or who has been granted subsidiary protection, is taken into consideration as soon as the following documents have been submitted:}

• _{the visa application form received by e-mail, completed, signed and printed out;}
• _{a personal travel document in which a visa can be affixed or, if the applicant is unable to present this document, another proof of identity (or several other proofs of identity) to which the competent Belgian diplomatic or consular post gives weight (cf. travel document) ;}
• _{proof that the sponsor is a foreign national whose refugee status has been recognised by Belgium or who has been granted subsidiary protection.}

_{ATTENTION: we strongly recommend that you submit documents proving that the conditions for family reunification have been met as soon as you submit your visa application, rather than at a later stage in the procedure. These documents are essential for processing the visa application.}

4.3. Handling fee and fingerprints

The applicant must also pay the handling fee and the service fee determined by the VAC.

The VAC will take a photo and fingerprints of the applicant.

5. STEP 5: sending of the visa application

The VAC sends the visa application and the file to the relevant diplomatic or consular post.

WARNING: please do not contact the Infodesk by phone or email if the time limits mentioned below have not been exceeded.

The processing time for examining a visa application varies according to the nationality and status of the person opening the right to family reunification (hereinafter: the sponsor).

The sponsor is a Belgian citizen:

The decision must be taken within 6 months from the date of submission of the visa application.

The sponsor is a third-country national granted permission or authorisation to reside in Belgium for a limited or unlimited period:

The diplomatic or consular post will issue a certificate of deposit (annex 15quinquies) to the applicant who submits a complete file, i.e. a file that, in principle, contains proof that all the conditions for family reunification have been met, in the required form.

The date indicated on annex 15quinquies is the starting point for the 9-month period within which the Immigration Office must take a decision. The Immigration Office may extend this 9‑month period by 3 months, twice (9 months + 1 or 2 x 3 months). In this case, the applicant is informed by the diplomatic or consular post.

The sponsor is a highly qualified worker (H card):

The diplomatic or consular post will issue a certificate of deposit (annex 15quinquies) to the applicant who submits a complete file, i.e. a file that, in principle, contains proof that all the conditions for family reunification have been met, in the required form.

The date indicated on annex 15quinquies is the starting point for the 4-month period within which the Immigration Office must take a decision. The Immigration Office may extend this 4‑month period by 3 months, once (4 months + 1 x 3 months). In this case, the applicant is informed by the diplomatic or consular post.

The sponsor has long-term resident status in another EU country:

The diplomatic or consular post will issue a certificate of deposit (annex 15quinquies) to the applicant who submits a complete file, i.e. a file that, in principle, contains proof that all the conditions for family reunification have been met, in the required form.

The date indicated on annex 15quinquies is the starting point for the 4-month period within which the Immigration Office must take a decision. The Immigration Office may extend this 4‑month period by 3 months, once (4 months + 1 x 3 months). In this case, the applicant is informed by the diplomatic or consular post.

_{Good to know: in general, the Immigration Office also takes a decision within the time limits indicated above when the applicant has submitted an incomplete file and the diplomatic or consular post has not issued an acknowledgement of receipt (annex 15quinquies).}