Schengen visa for visiting a friend or family member (maximum stay of 90 days)

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Note for Schengen visa (Short Stay Visa C) applicants

  • Japanese citizens (among others) do not need a Short Stay Schengen visa when they travel to Belgium for a short visit (no more than 90 days per period of 180 days), but they are required to satisfy the Schengen entry conditions (read more).
  • Non-Japanese citizens should consult the webpage of the European Commission to see whether they need a Short Stay Schengen visa for their intended trip.
  • If the travel destination includes more than one Schengen member state, the application must be submitted to the Embassy or Consulate of the main destination. The main destination is the destination where the applicant intends to spend the longest time or where the main purpose of the intended journey is carried out. 
  • Please note that you may submit your visa application 6 months prior to the intended date of departure.
  • We strongly recommend that you apply at least 3 weeks before the intended date of departure.
  • If you hold a special passport or travel document such as Diplomatic/Official/Service, etc., please contact us by e-mail.
  • Schengen calculator.

List of supporting documents

Please prepare 1 set of supporting documents in the order mentioned below. If you would like to have an original document returned, please make sure to add in an extra photocopy of that document. 

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.

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 on 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 

+

1 copy  of the front and back 
  • Valid for (at least) 3 more months after the intended departure date from the Schengen zone.

5

Proof of sufficient financial means

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

  • The Formal Obligation form (annex 3bis): a guaranty/sponsorship form, signed and legalized by a Belgian public authority. 
  • Please read the link above very carefully. The signed and legalized Annex 3bis should be added to your application file, together with the following documents from the guarantor: 

    -  Copy of the Belgian ID card or resident card of the guarantor

    -  Proof of sufficient income (for the last 3 months)

    -  Certificate of family composition

    -  Any other documents that might help outline the guarantor’s financial situation

6

Detailed schedule/travel itinerary 

1 original


 
  • For the 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.

7

Invitation letter

1 original
  • Written by the host in Belgium
  • Accompanied by a copy of his/her Belgian ID card or residence permit
  • Explaining the purpose of the trip, the length of stay, and the relationship with you

8

Proof of kinship with the family member in Belgium (for family visits only)

1 copy

  

9

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

10

Round trip flight reservation

1 original + 1 copy

OR

1 print-out 

  

11

Proof of accommodation

1 original + 1 copy

OR

1 print-out 
  • For the entire stay in the Schengen area
  • Hotel/guesthouse reservation 

OR

  • In the case of accommodation with a private individual, a written and signed invitation from the person hosting you

12

Valid travel health insurance

1 original + 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 in 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.

13

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  traveling with only one of the parents, the other parent needs to submit the 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:

Payment methods

 

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.
  • For processing time, please see "ibz: processing time of a visa application" webpage.
  • In some cases, the final decision needs to be made by the Belgian Immigration Office, and it can take several weeks 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. 

(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.
Foto van een Belgische vlag, een pen en een blad papier waarop de woorden Visa application staan

Types of visa

Information on the different types of visa.

Directions for specific documents