Schengen visa for business, research or conference (maximum stay of 90 days)

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.

2

Passport 

1 original 

+

1 copy of the data page 

+ 

1 copy each of any previously acquired visas or stamps in your passport 

• Issued less than 10 years ago.
• Valid for at least more than 3 months beyond the validity of the requested visa.
• With a minimum of 3 consecutive blank pages with the mention ‘visa’ available (for affixing the visa sticker)
• Undamaged. 

3

Recent photographs (for passports, IDs etc.)

2 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

Japanese resident card 

1 original 

+

1 copy of the front and back 

• Should be valid for at least 3 more months after the intended departure date from the Schengen zone.

5

Proof of your status/situation in Japan

1 copy

• For employees: certificate of employment
• For business owners: certificate of registration of the company/business
• For freelancers: proof of your status/situation
• For students: certificate of enrollment

6

Letter of invitation 

1 original 

+

1 copy

On the official paper of the company/ organization/ university, with a stamp, signature, date, and clearly mentioning:

• Address, telephone number, and e-mail;
• Name, first name, and function of the signatory;
• Name of the visa applicant, function in the company/university, date of engagement, salary, and years of service (if applicable);
• The purpose of the visit;
• Confirmation of continuation of employment/matriculation after return;
• Indication of the person or entity bearing the cost of living and trip. 

7

Proof of sufficient financial means to cover your stay 

1 original

+

1 copy 

• 3 most recent months’ personal bank statements (certificate of balance of bank deposit will NOT suffice) 

OR 

• For employees: 3 most recent months’ payslips

OR

• Proof that the inviting organization and/or employer will bear all costs 
• Above proof should clearly mention: 
  i) address, the phone number, and the contact email address of the company
  ii) the name and position in the company of the countersigning officer
  iii) the name of the applicant, position, salary and years of service
  iv) approval for leave or absence 

8

Detailed schedule/travel itinerary 

1 original

For the entire duration of the stay, accompanied by an explanation letter, which gives further details on the trip and specifies whether it is an individual trip, in a group, etc.

9

Round trip flight reservation

1 original + 1 copy

OR

1 print-out

10

Hotel reservation or other proof of accommodation

1 original + 1 copy 

OR

1 print-out 

• For the entire stay in the Schengen area

11

Valid travel health insurance

1 copy 

• Covering any costs of repatriation for medical reasons, emergency medical care and/or emergency hospital care during your stay/s on the Schengen territory;
• This insurance must be valid for all Schengen countries and the entirety of the stay in the Schengen area;
• Must be covered by an EU or Japanese insurance company; 
• The minimum cover is 30,000 EUR.

12

For minors (under 18 years old who are not traveling with both parents) 

1 original 

+

1 copy each

• birth certificate
• if traveling alone: authorization letter signed by both parents
• copies of both parents’ passports
• If the minor will be traveling with only one of the parents, the other parent needs to submit a signed authorization letter
• In the case of sole custody, proof of parental authority/sole custody needs to be submitted

Visa fee

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