Consular registration

Documents

To be able to get registered at the consular registers, the following documents should be prepared for every family member.
 

The registration procedure is free of charge.
 

In detail

• Why should I register myself at the Embassy? 
• Registering with the status of "Registered"
• Registering with the status of "Unregistered"
• Status of "temporary absence"
• Cancelation of your registration
   

Why should I register myself at the Embassy?

Although it is not compulsory, your registration is highly recommended and free of charge. Only registered Belgians can get the full range of services offered by the Embassy in Tokyo.

Once your registration is complete, the Embassy in Tokyo will be able to process your requests for an identity card, a passport, or other consular certificates. We will be able to answer your questions about your civil status, Belgian nationality, or any other topic related to consular affairs. As a Belgian registered abroad, you will also be able to participate in the federal elections in Belgium. Under exceptional circumstances, one can also receive limited emergency assistance.

To ensure a smooth service, your file should always be up-to-date. Therefore, the Embassy should be notified of any changes in your personal situation, in writing and together with the documents proving that change.

The consular registers are linked to the national register in Belgium. Access to both registers is confidential and you have the right to inspect them.

Registering with the status of "Registered"

You can only get registered in the consular registers with the "Registered" status after you have been deregistered from the population registers of your municipality in Belgium:

• If you decide to live outside of Belgium for a long period, you will have to notify the municipality of your departure. Preferably, this should be done before your departure by communicating your future address (or at least the country you’re moving to). You will receive a certificate called “model 8/modèle 8”. After obtaining this certificate, contact the Embassy as soon as possible, either in person (with an appointment) or by mail.

How to register yourself as "Registered"?

You can get registered through one of the methods below:

1. Online, via e-Consul
2. Personally, at the Belgian Embassy after making an appointment via e-Appointment
3. Via email: tokyo.consular@diplobel.fed.be 
   • Note! max 8MB per mail, documents should be in .pdf format. Not via a file sharing service (WeTransfer/Google Docs/OneDrive /…)

To be able to get registered at the consular registers, the documents above should be prepared.

Registering with the status of "Unregistered"

You may wish to stay registered in the population registers of your municipality in Belgium. In that case, you can have yourself registered at the consular registered, with the "Unregistered" status, with your address in the consular resort and in Belgium. For "unregistered" Belgians, the Embassy will only be able to assist you by providing information, invitations for receptions, and help in case of emergencies. The Embassy will not be able to assist you with consular certificates, passports, or ID-card applications.

If you do not wish to be deregistered from the population registered of your municipality in Belgium, then your registration as an "unregistered" citizen is highly recommended and free of charge. To ensure a smooth service, your file should always be up-to-date. Therefore, the Embassy should be notified of any changes in your personal situation, in writing and together with the documents proving that change.

How to register yourself as "Unregistered"?

You can get registered through one of the methods below:

1. Personally, at the Belgian Embassy after making an appointment via eAppointment
2. Via email: tokyo.consular@diplobel.fed.be
   • Note! max 8MB per mail, documents should be in .pdf format. Not via a file sharing service (WeTransfer/Google Docs/ OneDrive /…)

To be able to get registered at the consular registers, the documents above should be prepared.

Status of "temporary absence"

Certain categories of people must/can stay registered in Belgium, even when they intend to live abroad for a long period. This concerns mainly students, military personnel, international civil servants, etc. If this applies to you, contact your municipal administration for more information. If you belong to one of these categories, the Embassy in Tokyo will not be able to register you. It may however be useful to provide us with your details (copy of your passport, duration of stay, emergency contacts in Japan and Belgium).

Cancelation of your registration

When you move back to Belgium or to another country, you have to notify the Embassy of Tokyo of your departure. For registered Belgians (excluding status: Unregistered), a certificate mentioning the end of your consular registration can be delivered (upon payment of consular fees).
 

Return to Belgium: 

If you intend to return to Belgium, you will have to register with the municipal administration; this is compulsory. Your registration with the Embassy in Tokyo will be automatically canceled. You’ll find more practical information for your return to Belgium on the federal portal site
 

Move to a different country:

 If you move to another country and request registration at another consulate, our registration with the Embassy in Tokyo will be automatically canceled. It is not compulsory to get registered at the consular registers of the Belgian Embassy of your new country of residence, but it is highly recommended.

See also: "Which procedures should I follow when moving out from Japan?" in the Frequently asked questions