Embassy and Consulates of Belgium in Japan
Home Coming to Belgium Visa for Belgium Steps to apply Online Visa Application Form (VOW) & e-Appointment

Online Visa Application Form (VOW) & e-Appointment

Step 1 Fill in your application form electronically

ATTENTION: For groups/families: Create an application form for each individual member of the group

  • Create your account on VISA ON WEB and log in 
  • In the top left corner, hover over the "Applications" icon, and choose "New Application"
  • Once you have chosen your visa type, a link will appear: "Please read the General Data Protection Regulation (GDPR) for short stay/long stay visa". When you click the link, it will open a new tab. Read the document thoroughly and return to the application.
  • Check the box for "I have read and agree with the General Data Protection Regulations (GDPR)", and click "Approve" on the bottom of the page. Next, fill in the application form. 
  • The mandatory fields are indicated by an asterisk (*). All mandatory fields have to be filled in accurately.
  • Do not use a hyphen (-) to input your telephone number; this could result in an error in the system.
  • For extra help on how to answer each question on VOW, simply drag your cursor over the blue question mark buttons (?) in the electronic application form, and detailed explanation bubbles will appear on the screen.
  • In case of doubt, provide the most accurate information. You still have the possibility to adapt it manually during your appointment at the embassy.
  • You can « save » the application at any time and work on it later by selecting it in the list of your applications.
  • When your visa application form is completed, press the button « submit your application ».
  • After you have submitted the application, if you realize you have made a mistake, or the information you have provided has changed, or you realize you have chosen the wrong type of visa (for example, you chose "short stay" instead of "long stay", please create a new application form, starting from the "New Application" step. 

Step 2 Print out your application form

  • Once the application is submitted electronically, you receive a confirmation e-mail with the visa application form attached in PDF format.
  • Print the form. If you made several application forms as a result of a mistake or information change, please print the newest form.
  • Add the date and sign it with the same signature as the one on your passport.  Add it to your visa application file.

Step 3 Book your appointment online

  • Once the VOW application form has been submitted,  the “Make an appointment” button will appear at the bottom of the VOW page.
  • Press the button « Make an appointment » and select the date and time you wish to submit your visa application file with the Embassy of Belgium in Tokyo.
  • Family/group applications: If you would like to make 1 appointment for your entire group/family, please check "no" after  "The appointment concerns only you".  In the next step, provide all the VOW and passport numbers for your group/family.
  • You will receive a confirmation e-mail after you have registered your appointment. The day before your appointment, you will receive a reminder. 
  • Canceling or postponing the appointment: If you need to cancel your appointment, please use the link provided in the confirmation e-mail. If you'd like to postpone your appointment, or you have found an earlier slot, please cancel your original appointment before reserving a new slot. 


  • All applicants are required to use VOW to fill in the visa application form. We cannot accept a visa application without VOW + online appointment.
  • Since all necessary guidance is provided within this document, kindly note that we will NOT answer inquiries regarding VOW or online appointment. Therefore, please refrain from submitting any questions regarding this matter.
  • Do not use a hyphen (-) to input your telephone number; this could result in an error in the system.