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List of supporting documents
Please prepare 1 set of original documents and 2 sets of copies in the order mentioned below.
| DOCUMENTS | TYPE | COMMENT | |
|---|---|---|---|
| 1 | Visa Application Form | 2 originals |
|
| 2 | Passport |
1 original + 2 copies of the data page |
|
| 3 | Recent photographs (for passports, IDs etc.) | 3 originals |
|
| 4 | A valid national ID card |
1 original + 2 copies |
|
| 5 | Valid Japanese resident card |
1 original + 2 copies of the front and back |
|
| 6 | Proof of the identity of the Belgian minor child |
1 original + 2 copies |
|
| 7 | Proof of birth of the Belgian minor child |
1 original + 2 copies |
|
| 8 | Proof that the applicant is the parent of the Belgian minor child |
1 original + 2 copies |
|
|
9 |
Proof that the applicant will be accompanying to or joining the Belgian child in Belgium |
1 original + 2 copies |
|
| 10 | Proof of payment of the administrative fee to the Belgian Immigration Office |
1 original + 2 copies |
To be paid to the Belgian Immigration Office. For detailed information on remittance, exemptions, special cases, etc., click 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 |
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Note 1
A certified true copy of the birth certificate, duly legalized and accompanied by a translation into French, Dutch, or German.
If the child was born in Japan, a certified true copy of the certificate known as SHUSSEITODOKE-KISAIJIKO-SHOMEISHO. For the translation and legalization of the document delivered by a Japanese public authority, go to the directions > translation and legalization.
If the child was born in Belgium, please inquire with the competent Belgian authority in Belgium.
If the child was born in a country other than Japan or Belgium, please inquire with the competent Belgian embassy or consulate in the country concerned. 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.
Note 2
If the applicant is Japanese, a certified copy of the certificate of family register, KOSEKITOHON For the translation and legalization of the document delivered by a Japanese public authority, go to directions > translation and legalization.
If the applicant is not Japanese, please inquire with the competent Belgian embassy or consulate in the country concerned. 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.
- 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 15 days to be processed.
- In some cases, the final decision needs to be made by the Belgian Immigration Office, and it can take several months for the result to be communicated to the visa desk. The visa can only be delivered when the visa desk receives permission from the Immigration Office. You will be duly informed should your file be sent to the Immigration Office.
- Please apply as early as you can. You can apply as early as 6 months before your intended departure date
(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 in the order listed above
and
1 original application form +1 set of copies of other documents in the order listed above
and
1 set of original documents in the order listed above
