D visa for students of a youth exchange program (minimum stay of 91 days)

Please prepare 1 set of originals and  2 sets of copies in the order mentioned below. 

List of supporting documents

	DOCUMENT	TYPE	COMMENT
1	Visa Application Form	2 originals	Printed from VOW Signed and dated. Do not use a hyphen (-) to input your telephone number in VOW; this could result in an error in the system. For minors, signature of parental authority/legal guardian is requested. If the minor signs, include the signature of accompanying parent(s) under the signature box.
2	Passport	1 original  +  2 copies of the data page	Issued less than 10 years ago Valid for at least more than 3 months beyond the validity of the requested visa. With a minimum 3 consecutive blank   pages with the mention ‘visa’ available (for affixing the visa sticker) Undamaged
3	Recent photographs (for passports, IDs etc.)	3 originals	Conform to ICAO standards  1 photo to be attached to each application form  1 photo to be submitted separately Full name to be written on the back of each photo
4	Valid Japanese resident card	1 original + 2 copies	Only for non-Japanese applicants Should be valid for at least 6 more months after the intended departure from the Schengen zone
5	Certificate of criminal  record	1 original	Only required for applicants who are 18 years old  or older on the day of the visa application appointment See the directions
6	Medical certificate	1 original + 2 copies	See the directions Submit both the certificate and the test results (provided by the doctor in detail)
7	Certificate/document from the exchange program organization	1 original + 2 copies	If you cannot provide the original, please ask the exchange program organization to send a digital copy to tokyo.visa@diplobel.fed.be, and bring 2 printed-out copies on the day of your visa appointment.
8	Certificate of enrollment	1 original + 2 copies	If you are currently attending school
9	Parental authorization	1 original + 2 copies	Required for applicants who are under 18 years old*2
10	Proof of sufficient means	1 original + 2 copies	Guaranty letter/document from the  exchange program organization
11	Curriculum Vitae (CV)	1 original + 2 copies
12	Proof of payment of the administrative fee to the Belgian Immigration Office	1 original  + 2 copies	If the applicant is 18 years old or older To be paid to the Belgian Immigration Office. For detailed information (amount, remittance, exemptions, special cases, etc.), check the directions.
Visa fee Free of charge for Japanese, Moroccan, Israeli, Turkish, and San Marino nationals.   NEW : From 1 March 2025, only electronic payment methods will be received at the Belgian Embassy in Toyo. Cash will no longer be accepted. For accepted types of payments, please see below:   Click here for detailed information on prices and exemptions

*1 Youth Exchange Program 

ROTARY,  AFS, YFU, WEP

If your program is not listed above, please send an e-mail to tokyo.visa@diplobel.fed.be with the name of the program in Belgium and any other relevant information. 

*2 Letter of parental authorization

• Must be created in English
• Must be signed by both parents
• The purpose and the duration of the stay in Belgium must be specified 
• The signatures must be officially legalized at the local Notary Public Office (kosho yakuba). Then their legalized signatures must be legalized again by the Japanese Ministry of Foreign Affairs (MOFA) by means of an APOSTILLE (according to the Convention of The Hague of 1961). Detailed information  can be found on the website of the Gaimusho (MOFA)  
• In case of a single parent, in addition to the letter of parental authorization signed by the person who has the parental authority, an official document proving sole parental authority is required. For Japanese nationals, a certified true copy of the family register, KOSEKITOHON, duly legalized and accompanied by a translation into French, Dutch or German is also required. For more information on the process of translation and legalization, check the following page. 
   

• No application will be accepted without VOW (visa on web)  and an e-appointment. Please refer to the “VOW Guidance”. 
• The final outcome of your visa application will be a direct result of the information that can be found in the supporting documents you have presented. If you wish for a specific outcome, please provide sufficient documents to prove the necessity of that outcome. 
• A complete visa file will take up to 2 weeks to be processed. 
• Personal appearance is not required.

(In)complete documents

• The visa desk reserves the right to request additional documents (even if not featured in the list above) or to invite the applicant to an interview if deemed necessary.
• An incomplete application file can result in a visa refusal. However, a complete file does not guarantee the issuance of a visa. Be informed that the visa section has no obligation to ask for missing documents. If a document is missing, it will be assumed that you are unable to provide it, or that you do not wish to provide it.

Language

• All official documents issued by a (foreign) public authority (e.g. birth certificate, proof of celibacy, etc.) should be accompanied by an official translation (by a sworn/professional translator) into one of Belgium’s official languages: French, Dutch, or German. Please also make sure that all official documents comply with the legalization/translation requirements.
• All non-official documents (e.g. proof of relationship, bank statements, flight tickets, etc.), should be accompanied by a translation (free translation by yourself, or by a sworn/professional translator) into one of Belgium’s official languages (French, Dutch, or German) or English.

Financial proof

• Financial proof (salary slip, certificate of scholarship, bank statement, etc.) should always be presented in EURO. If the original currency is not EURO, please convert the sums using a reliable currency converter such as xe.com or oanda.com, and mention the conversion rate and date of conversion.

Preparation of the application file

• Unless otherwise indicated, documents sent by fax or email are not accepted.
• All copies must be A4 size and as single-sided copies.
• Setting - in the order listed above:

               1 original application form +1 set of copies of other documents listed above

                             and

               1 original application form +1 set of copies of other documents listed above

                and

               1 set of original documents listed above