Family reunion with family of a single permit or hosting agreement holder (minimum stay of 91 days)

Last updated on

June 20, 2025

Please note

If the family members apply for a D visa within 6 months after the date of issuance of the D visa for the professional card approval holder, as a general rule, their visa can be issued within 2 weeks.

If the family members apply for a D visa later than 6 months after the date of issuance of the D visa for professional card approval holders, their files will be sent to the Belgian Immigration Office. The Immigration Office may need up to 9 months to reach a decision.

List of supporting documents

Please prepare 1 set of original documents 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, placed, and dated Do not use a hyphen (-) to input your telephone number in VOW; this could result in an error in the system. Important: Question 32: Choose 'person' > Check the box for “Has the inviting person signed...”, > make sure to fill in the information of the family member you will join in Belgium. 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 available with the mention ‘visa’ to affix 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 of the front and back	Only for non-Japanese applicants
5	Certificate of criminal record	1 original	Only required for applicants who are 18 years old or older 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	Proof of family relationship	1 original + 2 copies	In general: A certified true copy of the marriage (for the spouse); birth certificate (for the child), duly legalized and accompanied by a translation into French, Dutch or German. If all family members are Japanese citizens, or if there are non-Japanese and Japanese members in the family, a certified true copy of family registration (KOSEKITOHON), duly legalized and translated, is required. If all family members are non-Japanese citizens, A certified true copy of the marriage certificate (for the spouse) or birth certificate (for the child), duly legalized and accompanied by a translation into French, Dutch or German. For the legalization and translation, please inquire with the Belgian embassy or consulate in the relevant country. Notes: All official documents issued by a foreign(non-Belgian) public authority should be translated and legalized: see directions > translation and legalization For the legalization and translation of documents delivered by a non-Japanese or non-Belgian public authority, please inquire with the competent Belgian embassy or consulate in the country concerned.
8	Copy of the passport of the Single Permit/ Hosting Agreement holder	2 copies of the data page
9	Copy of the Single Permit /Hosting Agreement	2 copies	Single Permit Annex 46 + admission to work (Issued by the competent Belgian regional government Has information on the duration and place of work in Belgium) Hosting agreement Signed by the inviting organization and the researcher
10	Copy of the D visa of the Single Permit/ Hosting Agreement holder	2 copies	If the Single Permit approval/ Hosting Agreement holder has already obtained their visa D.
11	Copy of Belgian resident card	2 copies	Only if the Single Permit approval/ Hosting Agreement holder already is a resident in Belgium. If the residence card has not yet been delivered, proof that the Single Permit approval/ Hosting Agreement holder has presented him/herself to the municipal office to request his/her registration (annex 49 or 15)
12	Proof of sufficient housing	2 copies	If the Single Permit approval/Hosting Agreement holder is already living in Belgium: Rental contract + MyRent registration OR If the family members apply for a visa at the same time as the Single Permit approval/Hosting Agreement holder: Certificate from the employer stating that sufficient housing will be provided.
13	Proof that the single permit/hosting agreement holder has stable, regular, and sufficient means of subsistence	2 copies	If the family members apply for a visa at the same time as the Single Permit approval/Hosting Agreement holder: Letter from the employer stating the amount of salary (gross and net, monthly or annually) If the family members apply for a visa after the Single Permit approval/Hosting Agreement holder enters Belgium: Letter from the employer stating the amount of salary (gross and net, monthly or annually) AND salary slips from Belgium
14	Proof of medical insurance	1 original + 2 copies	Certificate of registration at a Belgian mutual insurance OR Certificate from the Belgian mutual insurance that the family members will be registered. OR Other proofs that the family members are covered or will be covered for medical expenses. If the family members are not yet registered with medical insurance, a travel insurance, valid at least for three months, covering any costs of repatriation for medical reasons, emergency medical care, and/or emergency hospital care during the stay/s on the Schengen territory. The minimum cover is 30,000 EUR.
15	Proof of payment of the administrative fee to the Belgian Immigration Office	1 original + 2 copies	Only if the applicant is 18 years old or older To be paid directly to the Belgian Immigration Office. For more information, go to directions > administrative fee
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: Image Click here for detailed information on prices and exemptions

Important notes

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.
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 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