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Travel for professional reasons (Maximum duration: 3 months)


Are you required to hold a visa for a short stay not exceeding 3 months?
Where to lodge your visa application
The supporting documents to submit when applying for a visa
Processing of the visa application
Issue of the visa
Refusal to issue the visa
Tracking the progress of a visa application
Entering the territory and registering your arrival at the municipal administration
Useful texts

 

Are you required to hold a visa for a short stay not exceeding 3 months?

Nationals of most third countries outside the European Economic Area (EEA) are under an obligation to hold a visa for a proposed stay of a maximum duration of 3 months on the territory of the SCHENGEN States.

To find out more, consult the list of third countries whose nationals are placed under the obligation to hold a visa to cross the external borders of the SCHENGEN States and/or the list of third countries whose nationals are exempt from that obligation.

Also consult the list of residence permits issued by the SCHENGEN States authorising entry without a visa.

click here to see the list (Follow Visa – Obligation de visa ou Exceptions à l’obligation de visa or Visa – Visumplichtig of Visumvrij).  

Where to lodge your visa application

> As a general rule, you lodge your visa application with the Belgian consulate with territorial competence for the country in which you legally reside. You present yourself in person, at the earliest 3 months before the planned start of your journey.

>If your papers are in order in a country where you do not habitually reside, you may, exceptionally, contact the Belgian consulate competent for that jurisdiction, but you will need to be able to explain why you are lodging your application there. In that case, your application will be passed on to the Aliens Office, which will take the final decision.

To find out more about the territorial competence of the Belgian consulates, click here

RECOMMENDATION
Go first to the consulate’s website for any information on the practical arrangements on the lodging of your visa application. The point is that it is possible that you might need to make an appointment. It is also possible that the consulate might cooperate with an external service provider entrusted with sundry tasks (information, making an appointment, receiving files, etc.). In that case, additional service fees will be charged.

Bear in mind also that the consulate might invite you for an interview or ask for additional documents.

Finally, look at when you will be travelling, because the period for the issue of an appointment and the time taken to process your visa application will inevitably be longer at certain times of the year.

In short, make sure you lodge your visa application in good time (but at the earliest 3 months before the planned start of your journey) to avoid any disappointment and unnecessary costs.

What to do if there is no Belgian representation in your country of residence

If there is no Belgian consulate in the country where you reside, contact the Belgian consulate competent for that country. This is usually in a neighbouring country. They will tell you whether Belgium is represented by another SCHENGEN State in the country where you reside, and whether you can lodge your visa application with the consulate in that other Member State.

To find out more about the territorial competence of the Belgian consulates, click here
http://diplomatie.belgium.be/en/services/embassies_and_consulates/belgian_embassies_and_consulates_abroad/

 

The supporting documents to submit when applying for a visa

It is essential that your file contain the following:

a) a completed and signed application form, complying with the harmonised SCHENGEN visa application form. This form is available free of charge from consulates. You complete it in French, Dutch, German or, if you do not have a command of any of the national languages, ideally in English. You append a recent identity photograph meeting the standards in force.

Any person appearing in your travel document must complete a separate application form.

Minor children must submit an application form signed by a person with parental authority or by a legal guardian;

b) a travel document (e.g. a passport), valid for at least 3 months from the date on which you intend to leave the SCHENGEN territory, or, in the case of multiple journeys, the date on which you intend to leave it for the last time. This document must also contain at least 2 blank pages and have been issued less than 10 years ago;

c) the documents indicating the purpose of your journey (e.g. an invitation from a business or an authority to participate in talks, lectures or events of an industrial or commercial nature, other documents indicating the existence of commercial or professional relationships, entry tickets to fairs and congresses, documents attesting to the activities of your business, documents attesting to the status of employment within your business, etc.);

d) the documents relating to accommodation (e.g. in the case of accommodation with a private individual, an invitation from the person hosting you, or in the case of a stay in a hotel, guesthouse, etc., a supporting document from the establishment offering accommodation or any other substantiating document indicating the type of accommodation envisaged, etc.);

e) the documents indicating that you have sufficient personal means of subsistence, both for the duration of your stay on the SCHENGEN territory and for the transit to a third country in which your admission is guaranteed or a commitment that charge will be taken (Annex 3 bis);

f) information making it possible to assess your intention to leave the territory of the SCHENGEN States before the expiry of the visa or, in other words, information indicating that you retain the centre of your interests in your country of origin or habitual residence (e.g. any proof that you have roots in your country of origin or habitual residence: attestation of employment, professional situation, receipt of regular income, ownership of real estate, family situation, etc.);

g) suitable, valid travel health insurance covering any costs of repatriation for medical reasons, emergency medical care and/or emergency hospital care or death during your stay/s on the SCHENGEN territory. This insurance must be valid for the whole of this territory and the whole of the stay. The minimum cover is 30,000 EUR. In principle, it is taken out in your own country. Ask the competent consulate about the insurance companies whose contracts are accepted;

h) If you are applying for a multiple-entry visa, you must in addition establish the need to travel frequently and/or regularly, inter alia because of your job or your family situation, and prove your integrity and reliability, inter alia by the legal use of visas issued previously, by your economic situation and by your desire to leave the territory of the SCHENGEN States before the expiry of the visa applied for;

i) When you receive confirmation of the issue of the visa, add the proof of the transport that you will use to reach Belgium (non-transferable return ticket in your name). This proof is not required when you lodge the visa application, to avoid unnecessary costs. On the other hand, proof of the reservation of a return ticket may be demanded.

ATTENTION
Your application will not be admissible and will thus not be examined if you do not lodge a completed, signed application form, a valid travel document and a photograph, if you do not pay the visa fees and, in certain countries, if you do not agree to give the consulate your biometric data.

On the other hand, if you comply with these instructions, a stamp indicating that your application is admissible will be affixed to your travel document (unless that travel document is a diplomatic passport, a service passport and/or an official passport, or a special passport). This stamp has no legal effect.

 

Processing of the visa application

As a general rule, a decision will be taken by the consulate or the Aliens Office within 15 days from the date appearing on the stamp affixed to your travel document and indicating that your application is admissible. However, this deadline may be extended up to 30 days and even, exceptionally, 60 days, if a more detailed examination of your application and/or additional documents are required. In that case, your application will be sent to the Aliens Office, which will take the final decision.

Note likewise that one SCHENGEN State may require the other SCHENGEN States to consult it before issuing a visa to a national of certain third countries. As a general rule, the Member State consulted will give a definitive reply within 7 to 14 days. If you are a national of a country on this list, make sure you lodge your visa application in good time (but at the earliest 3 months before the planned start of your journey) to avoid any disappointment and unnecessary costs. To find out more about the countries concerned by this prior consultation procedure, click here.

 

Issue of the visa

The visa is affixed in the form of a sticker (visa sticker) in your travel document by a consulate or, exceptionally, at the border.

As a general rule, it is valid for the whole of the SCHENGEN territory (see heading ‘VALID FOR’). Its period of validity (5 years maximum – see heading ‘FROM … TO …’) and the length of stay authorised (90 days maximum – see heading ‘DURATION OF STAY… DAYS’) are laid down on the basis of the examination of the visa application. The visa may be issued for one entry, two entries or multiple entries (see heading ‘NUMBER OF ENTRIES’).

In all cases, you can transit or stay on the SCHENGEN territory only for the duration of stay authorised (X days to be used, in one or more batches, during a period of 6 months from the date of the first entry into the territory of the Schengen States, with the deadline being the date on which the validity of your visa expires – see heading ‘FROM … TO …’).

Exceptionally, one SCHENGEN State may issue a visa with limited territorial validity. This visa is valid only for the territory of that State, unless one or more other SCHENGEN States have given their agreement to extend its territorial validity to their territory (see heading ‘VALID FOR’).

ATTENTION
Holding a C visa does not give you the irrevocable right to enter Belgium or the SCHENGEN territory.

The external border authorities may, inter alia, refuse to allow you to enter if you cannot justify the purpose and the conditions of the intended stay, and/or you do not have sufficient means of subsistence.

Remember, too, that the SCHENGEN State competent to examine your visa application is the one in which you will stay (single destination). If your journey involves several destinations, contact the SCHENGEN State which will be your principal destination in terms of the duration or purpose of your stay. If you cannot determine your principal destination, contact the SCHENGEN State through whose external border you will be entering the SCHENGEN territory.

If the SCHENGEN State to which you are travelling has no consulate in the country where you reside, contact the SCHENGEN State that represents it.

If you turn up at the external borders of one Schengen State, which is neither your single destination nor your principal or habitual destination, with a visa issued by another Schengen State, you will be liable to be refused entry and turned back to your country of residence (e.g. you arrive at Zaventem or Gosselies with a visa issued by the consulate in another Schengen State, when the purpose of your journey is to see family or visit Belgium as a tourist).

 

Refusal to issue the visa

This decision is within the exclusive competence of the Aliens Office. It is notified to the applicant by the consulate.

You may appeal against this decision. The information on avenues of recourse can be found on the refusal form.

For the sake of respecting your privacy, neither the consulate nor the SPF Foreign Affairs, nor the call centre at the Aliens Office will communicate the grounds for the refusal of a visa to third parties, whether host or sponsor. These grounds may, however, be notified to your lawyer, if a written request is submitted to the Aliens Office.

 

Tracking the progress of a visa application

First of all, contact the consulate where you lodged your visa application, with due regard to the practical arrangements stated on its website.

If your application has been referred to the Aliens Office for a decision, start by consulting the site www.dofi.fgov.be (What is happening to my visa application?). Enter the reference of your visa application and the location of the competent consulate to find out information about its status.

If necessary, ring or email the call centre at the Aliens Office (+ 32 2 793 80 00 or (helpdesk.dvzoe@dofi.fgov.be).

 

Entering the territory and registering your arrival at the municipal administration

Go to the municipal administration in the place where you are staying within 3 days of your arrival in Belgium, unless you are staying in a lodging house subject to the legislation on the control of travellers (e.g. a hotel).

The municipal administration will give you an arrival declaration (Annex 3). This document gives the date on which you must leave the SCHENGEN territory.

 

Useful texts

  • Regulation (EC) No 810/2009 of the European Parliament and of the Council of 13 July 2009 establishing a Community Code on Visas (Visa Code)
  • Regulation (EC) No 562/2006 of the European Parliament and of the Council of 15 March 2006 establishing a Community Code on the rules governing the movement of persons across borders (Schengen Borders Code)
  • Council Regulation (EC) No 539/2001 of 15 March 2001 listing the third countries whose nationals must be in possession of visas when crossing the external borders and those whose nationals are exempt from that requirement
  • Law of 15 December 1980 on entry, stay, settlement and removal of foreign nationals
  • Royal order of 8 October 1981 on entry, stay, settlement and removal of foreign nationals

ATTENTION

  • This page gives you an overview of the supporting documents which will allow the consulate/Aliens Office to check that the conditions for entry on to the territory of the SCHENGEN States have been respected and to evaluate the potential risk of illegal immigration and/or the security risk.
  • As a general rule, the number and type of supporting documents are tailored to the purpose and duration of the planned journey, as well as the local circumstances. It is therefore not impossible that additional documents may be required from you. Neither is it impossible that the production of all these documents may not be, or may no longer be, deemed to be necessary by the consulate.
  • On the other hand, considering that you have all the information of relevance to build up a file which will allow the necessary verifications and evaluations, the lodging of an incomplete file will be interpreted as a lack of interest on your part and may lead to a refusal to issue the visa applied for.
  • As appropriate, bear in mind the particular provisions enjoyed by nationals of third countries who are family members of a citizen of the European Union (Directive 2004/38/EC) and the rights conferred upon nationals of third countries and their family members in virtue of agreements concluded between the States of the European Union and those third countries.