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General application process
Q: Where is the visa section located?
A: It is located on the ground floor of the Embassy of Belgium in Japan. The address is 5-4, Nibancho, Chiyoda-ku, Tokyo 102-0084. Metro station: Kojimachi, Yurakucho line, exit 5. JR Yotsuya Station. Access plan.
Q: I live far from Tokyo. Where do I lodge my application? Are there any other places, apart from the embassy, where I could lodge my application?
A: Only the visa desk at the Embassy in Tokyo has the authority to process visas to Belgium for applicants who reside in Japan.
Q: Can I send my application by post, fax, or e-mail?
A: No.
Q: I want to make/reschedule an appointment, can you help me?
A: No, the visa desk cannot make/reschedule appointments on your behalf. To make an appointment, please log on to e-Appointment (after you have created VOW), and choose a suitable time and date. To reschedule a previously made appointment, cancel your previous appointment, then choose a new time and date.
Q: The time/day I would like to have my appointment on is not available on the calendar. What should I do?
A: Please choose another time or date for your appointment.
Q: I am having difficulty filling in the VOW application, can you help me?
A: No, the visa desk cannot assist you with filling in the VOW application form. If you are experiencing issues with the questions in VOW, click on the blue question mark “?” next to each input field. An explanation will appear. If you still have doubts, fill the VOW form in as best as you can, and mention it when you come to your appointment.
Q: I filled in the VOW application, but I cannot find the button to make an e-appointment. Is the program broken?
A: The button for e-appointment will only appear if the VOW application form has been filled in correctly. To make sure you have filled in the question/field correctly, click on the blue question mark “?” next to each field. An explanation will appear.
Q: I already paid the administrative fee. Do I still need to pay the visa fee? What is the difference between the visa fee and the administrative fee?
A: As of 2 March 2015, an administrative fee has to be paid before the submission of some LONG STAY visa applications. This administrative fee has to be paid in EURO directly to a Belgian bank account in the name of the Immigration Office (Federal Public Service of the Interior) by the applicant in Japan or by a third party who may be in Belgium (family member, employer, sponsor). The proof of payment has to be provided together with the visa application. Some applicants do not have to pay this fee.
Detailed information on administrative fees and exemptions
This administrative fee is separate from the visa fee, which has to be paid in JPY during your visa appointment of the file at the Embassy of Belgium in Japan.
Detailed information on visa fees and exemptions
Q: Can I pay the visa application fee by credit card or check?
A: No, only cash is accepted. Please bring the exact amount, as the visa desk does not keep cash for change.
Q: Can I apply for my visa even if it is less than 2 weeks before the departure date? Will my visa be ready on time?
A: Yes, but the visa desk cannot guarantee that your visa will be ready before your departure. If the visa is approved after your original planned departure date, but you still want to go, you will need to present new proof of flight tickets, accommodation, and travel insurance.
Q: Is there a way I can get my visa to be processed quicker?/Can I pay extra to have my visa fast-tracked?
A: At this point in time, the Embassy does not offer a fast-track option for urgent visas.
Q: Can I apply with an incomplete visa application file?
A: Yes, but an incomplete application file may result in a visa refusal. However, a complete file does not guarantee the issuance of a visa. Unless explicitly requested by the visa desk, no additional documents will be accepted after submitting the application.
Q: I would like to be sure my file is complete before I go to the Embassy. Can you check if I have all the necessary/correct documents?
A: No, the visa desk does not provide any visa consultancy or pre-checking of visa files.
Q: I want to apply for a visa, but I need my passport for something else. May I keep my passport while my visa application is being processed?
A: The presentation of the passport is compulsory upon submission of the visa application. If you need your passport, we can return it to you upon request (after we have seen the original during your appointment). However, we do need it back before the delivery of the visa. In that case, an e-mail will be sent to you to let you know when/how to submit your passport again.
Q: Do I need to come in person to submit a visa application?
In case of applying for a Schengen visa (-90 days)
A: Yes, the presence of all applicants is mandatory.
Exemption: Schengen visa (- 90 days) applicants younger than 12 years old do not need to appear in person to apply for a visa. The applicant under 12 years old (or their representative) is still required to create a visa application form through VOW (visa-on-web), prepare the required documents, and make a separate appointment. A parent/representative can represent them during the visa appointment.
In case of applying for a Long Stay visa (+ 90 days) for studies
A: Yes, the presence of all applicants is mandatory.
Exemptions: Youth exchange students and, students who have a sufficient scholarship, i.e., who do not need a sponsor to sign annex 32 for them. Please note that even if you are exempted from personal appearance upon submission of your visa application, the visa section still reserves to right to invite you for an interview on a later date, should this be deemed necessary.
In case of applying for a Long Stay visa (+ 90 days) for work or for family reunion
A: No, your travel agent or another representative can represent you.
While the presence of the applicant is not requested, this does not mean that they are exempted from obtaining a visa, nor from following the usual visa application process. This means: creating an application form through VOW (visa-on-web), preparing the required documents, and making an independent e-appointment (one applicant per slot).
Q: I do not reside in Japan. Can I still submit the visa application to the Embassy of Belgium in Tokyo?
A: The Embassy of Belgium in Tokyo can only accept visa applications from applicants who have their main residence in Japan. Applicants who are temporary visitors such as tourists, short-term business travelers, and foreigners transiting in Japan who require a Schengen visa to enter Belgium, as well as Japanese nationals currently residing outside of Japan, must submit their visa application in their country of residence at the Embassy or Consulate of Belgium (or one of the Member States representing Belgium when applicable).
Documents
Q: For my Single Permit application, I need to send a scanned copy of my certificate of good conduct to Belgium, but the envelope states that I am not allowed to open it. What should I do?
A: The sealed original needs to be submitted (by the safest way) to the competent regional government in Belgium. However, if this is not possible and instead you would like to scan it, please bring it to the visa desk (Monday to Thursday, 10:00-12:00 - no appointment necessary, but you might have to wait a while before the visa desk can help you). The visa desk staff will open and stamp the envelope to prove that it was opened by the representative of the addressee.
Q: How long can I wait after receiving my Single Permit approval to apply for a D visa? /How long is the Single Permit approval valid for?
A: The validity of the Single Permit approval (annex 46) is exactly 6 months. If more than 6 months have passed since the date it was issued, you may still apply for your D visa, but the visa application file will be sent to the Belgian Immigration Office, where the current status of your work permit will be re-checked. In that case, only when we receive a positive answer from the Belgian Immigration Office, your visa can be issued.
Q: I have received my medical certificate. Does it need to be stamped/legalized by the embassy?
A: Not if the certificate was issued by one of the appointed doctors by the Embassy of Belgium in Japan.
Q: After obtaining a certificate of criminal record, I also got a new passport. The passport number on my certificate of criminal record does not correspond with the number on my new passport. What should I do?
A: When you apply for your visa, bring both your old and your new passport. Please also add a copy of the data (picture) page of your old passport.
Q: What is the duration of the validity of a certificate of criminal record/medical certificate/family register, etc.?
A: Exactly 6 months.
Short stay visa (C)
Q: I will be visiting several Schengen states, including Belgium, at which embassy should I apply for my visa?
A: If the travel destination includes more than one Schengen member state, the application must be submitted to the Embassy or Consulate of the main destination. The main destination is the destination where the applicant intends to spend the longest time or where the main purpose of the intended journey is carried out. If no main destination can be determined, the Embassy or Consulate of the Schengen member state whose external border the applicant intends to cross first must deal with the application.
Q: Do I need a visa for a short stay?
A: If you hold an ordinary passport, you can check whether you need a visa by consulting the following webpage of the European Commission.
Q: I am the holder of a Taiwanese (ROC) passport. Do I need a Short Stay (C) visa?
A: If the data page mentions your national ID number, you do not need a C visa. If it is not mentioned, you need a C visa. Please note that the national ID number is not the same as the passport number.
Q: I am Japanese and I will be working in Belgium for less than 90 days, do I need a visa?
A: No, but you might need a work permit. Please ask your employer/inviting organization to check with the competent regional government in Belgium.
Q: I am a Japanese musician/performer/artist and will be performing in Belgium for less than 90 days, do I need a visa?
A: No, but you might need a work permit. Please ask your inviting organization to check with the competent regional government in Belgium.
Q: I am Japanese and I will be a researcher in Belgium for less than 3 months, do I need a visa?
A: No, but you might need a work permit or a signed hosting agreement. Please ask your inviting organization to check with the competent regional government in Belgium.
Q: I am Japanese and I will be a trainee for less than 90 days, do I need a visa?
A: No, but you might need a work permit. Please ask your inviting organization to check with the competent regional government in Belgium.
Q: I travel to the Schengen area often and I don’t have the time to apply for a new visa each time I go. Can I get a visa with a 1/3/5 year validity?
A: The duration and validity of your visa will depend on the documents you have presented. If you would like to have a visa with a validity longer than the trip you are requesting the visa for, please present adequate written proof to support your request. The visa desk cannot guarantee that your request will be granted.
Q: How long does it take to get/process a Short Stay visa?
A: For processing time, please see "ibz: processing time of a visa application" webpage.
Q: Can I submit my visa application more than 3 months before my departure?
A: Yes. In accordance with the Visa Schengen Code, you can lodge your application 6 months prior to your intended departure date. In principle, you must apply at least 15 days before departure.
Long stay visa (D)
Q: I have received a single permit/work permit/admission letter/etc. for a stay that is longer than a year. Will the duration of my D visa be the same?
A: No. The maximum duration for a D visa is 365 days, even if you plan to stay for a longer period in Belgium. The D visa enables you to enter Belgium, it is not a stay permit. All D visa holders are required to present themselves to the municipal office of their place of residence within 8 days of their entry to Belgium to apply for their stay permit.
Q: Am I allowed to have a part-time job with a student visa?
A: No. For exceptions, please check with the competent regional government in Belgium.
Q: How long does it take to get a Long Stay visa?
A: For detailed information about the processing time of your visa, please refer to the "Important Notes" at the bottom of the list of supporting documents.
Q: Can I submit my visa application more than 6 months before my departure?
A: No. You can lodge your application no earlier than 6 months before your departure.
After the application
Q: When the visa is ready, someone else (my proxy/representative) will pick up my passport/documents. Can I just give them my application receipt (juryohyo)?
A: No. An authorization letter is necessary if you would like to send a proxy/representative to pick up your passport or documents for you (the applicant). If that is the case, please make sure your proxy/representative brings the following documents:
- Authorization letter, signed by the applicant
- Application receipt (juryohyou) from the visa desk
- Copy of the applicant’s (your) ID card or passport
- Your proxy/representative’s photo ID card or passport, (original + a copy)
Exemptions:
- If the proxy/representative is the authorized travel agent of an applicant, only the application receipt (juryohyou) is necessary.
- If the proxy/representative is the parent of a minor (child) who applied for a visa, only the application receipt (juryohyou) is necessary.
If you are not sure whether you need an authorization letter or not, please prepare one to be safe.
Q: My visa was denied. Can I apply again?
A: Yes. To re-apply you will have to start the visa application process again, and pay the administrative fee and/or visa fee if it is applicable to you. Please note that, in the case of re-applying after a refusal, the new visa application file will be examined by the Belgian Immigration Office, which will take time. Only when the embassy receives permission from the Immigration Office, the visa can be delivered.
Q: My visa was denied. Can I get the visa fee and/or administrative fee reimbursed?
A: No.
Q: How can I know that my visa is ready?
The visa desk will send a message to the e-mail address you provided on your application form (VOW) in the field of No. 17.
Q: I would like to know the status of the visa application of a friend, spouse, fiancé, etc. Can you answer me?
A: In accordance with the Belgian and European legislation regarding the protection of personal data (GDPR), the visa desk only communicates with the interested parties themselves or a duly mandated representative.
Miscellaneous
Q: I would like to take my pet with me to Belgium, what should I do?
A: The rules applying to pets entering European countries from third countries are harmonized within the European Union: EU rules on travelling with pets
You will find more information on the website of the relevant animal health authorities in Belgium: Travelling from third countries to Belgium
Q: Is there a website/magazine that provides information on life in Belgium for Japanese residents?
A: Please refer to the following website: http://www.petits-pois.be/otasukecho/
Q: Is the visa desk wheelchair accessible?
A: Yes. The visa desk is located on the ground floor of the Embassy. There are no ramps or stairs. There is also a low counter/booth available for wheelchair users.
Q: I will bring my baby to the visa desk. Is there a place I can breastfeed and change my baby's diaper?
A: The bathroom at the visa desk has a clean and spacious bathroom with a changing table. If you do not feel comfortable breastfeeding your baby there, a different place could be arranged. Please feel free to ask the visa desk staff.
