Administrative Procedures for Living in Belgium

Published on January 17, 2026 and written by Cyril Jarnias

Moving to Belgium is about more than just finding a place to live and packing your boxes. From the very first days, a series of administrative procedures literally structure your life on the ground: residence rights, municipal registration, health insurance, taxes, work, banking, housing… Handled correctly, these steps grant access to a high-performance healthcare system, a relatively open job market, and solid social protection. Poorly anticipated, they can on the contrary block a work contract, school enrollment, or even a simple phone plan.

Before Arrival: Visas, Work Permits, and File Preparation

For foreigners, everything effectively starts long before landing at Zaventem or arriving at the Midi station. Depending on your nationality and the planned duration of your stay, the rules are very different.

Visa or No Visa: A Key Distinction

Citizens of the European Union, the European Economic Area, and Switzerland can enter Belgium with just a passport or ID card, without a visa. However, they must subsequently comply with declaration and residence obligations if they stay for more than three months.

For nationals of third countries, the principle is reversed: a visa is generally required, even for a short stay. Three categories are distinguished:

Visa Type	Length of Stay	Main Use	Target Audience
A (airport transit)	Transit in international zone	Connecting flights without entering the Schengen area	Certain specific nationalities
C (Schengen)	Up to 90 days within 180	Tourism, visit, short-term business	Non-EU without short-stay exemption
D (long stay)	More than 90 days	Studies, work, family reunification, long stay	Non-EU individuals settling in Belgium

The visa requirement stems from a law of December 15, 1980, which governs access to the territory, residence, and removal of foreigners. For a settlement project (work, studies, family reunification, self-employed activity…), the D visa is the almost mandatory entry point.

When and Where to Apply

The visa application is made to a Belgian embassy or consulate, or via external service providers (VFS Global, TLScontact) mandated by Belgium. The competent location is in principle the applicant’s country of residence; failing that, a neighboring country designated by the Belgian authorities.

For a long-stay visa, it is advisable to start early: authorities recommend up to six months’ advance preparation, especially for complex files (work, family reunification, studies requiring submission of many supporting documents). For a short stay, processing times are around 15 to 30 days, but long-stay applications can take two to four months, or even longer.

In terms of costs, a D visa comes with a consular fee of approximately 180 euros. Federal administrative fees may be added to this amount, varying according to the purpose (for example, several hundred euros for certain work-related visas).

Typical Content of a Long-Stay Visa File

The details vary according to the purpose (worker, student, spouse, entrepreneur, au pair, etc.), but the framework remains fairly consistent:

Technical requirements complete the list: many documents must be translated into French, Dutch, or German by a sworn translator, and certain certificates (birth, marriage…) must be legalized or bear an apostille.

Work Permit and the “Single Permit”

For those coming to work as employees and who are not EU/EEA/Swiss citizens, the “work” dimension is managed in parallel with the “residence” dimension.

The regulatory processing time announced for a complete single permit is four months. If no decision is made within this period, the authorization is deemed granted. But in practice, some cases take longer, especially when supporting documents are missing or the profile falls into a specific category (highly skilled workers, intra-company transfers, etc.).

For assignments of less than 90 days, the logic of a “classic” work permit remains (notably the Work Permit B) or partial exemptions for certain highly targeted activities (artists, short-term researchers, journalists, specialized technicians…).

Once on the Ground: Municipal Registration and Residence Card

Arriving in Belgium with a visa or a right of residence does not conclude the administrative file, quite the opposite. The local procedures are decisive, as they trigger the issuance of the residence card, the national number, and access to public services.

The Essential Step: The Municipality

Regardless of your status, you must go through the municipal administration (the commune in French, gemeente in Dutch) of the place where you actually live. In Belgium, the notion of “domicile” is strictly defined: it is your principal residence, the one that serves as the basis for most of your rights (social security, taxation, social assistance, etc.).

Declaration deadlines are set by law and vary according to your profile:

Failure to comply with these deadlines can be penalized by an administrative fine which can reach 200 euros. More seriously, the absence of registration can complicate access to other rights, or lead to being treated as a non-resident for tax purposes by default.

Documents to Present to the Municipality

Each municipality has its specificities, but a common base of supporting documents is found:

Some municipalities require foreign documents to be translated into a national language (French or Dutch depending on the region) and legalized.

The fees for issuing the first residence card remain modest, often between 20 and 30 euros depending on the municipality, plus the cost of photos and, sometimes, a specific stamp duty.

The Police Visit and the National Number

After submitting the file, the municipality initiates a residence verification. A local police officer visits the indicated address, not necessarily with prior notice, to verify that you actually live there. It is therefore important that your name clearly appears on the doorbell or mailbox.

In the interim, the municipality may issue you a provisional document – typically an Annexe 15 for many third-country nationals – which proves the regularity of the stay while awaiting the electronic card.

Residence Cards: Temporary, Permanent, Special

Once residence is confirmed, the municipality orders the residence card from the federal services. The time to obtain this card (often called eID for Belgians or A/B/C… card for foreigners) generally varies from three to eight weeks.

Several broad categories of cards are distinguished according to status:

Card Type	Main Audience	Typical Duration	Specificities
A	Many non-EU in temporary stay	Up to 12 months, renewable	Limited stay, registration in the foreigners’ register
H (EU Blue Card)	Highly qualified non-EU workers	Up to 4 years, renewable	Combined work + residence, pathway to long-term stay in the EU
B	Non-EU residents after 5 years	Card validity 5 years (unlimited right of residence)	Long stay, but remains in the foreigners’ register
C / K	Very stable non-EU residents	Card up to 10 years	Broader access to certain social rights, registration in the population register
D / L	Long-term EU residents	Long-term, recognized by other Member States	Allows for absence of several years from a Member State
E / E+	EU/EEA/Swiss citizens	E: residence, E+: permanent	EU residence card, permanent right after 5 years
F / F+	Family members of EU citizens	Same as E/E+	Family reunification with a European

As a rule, five years of legal and continuous residence (with limited absences) allow you to apply for a permanent resident status, whether you are European or not. The status is of unlimited duration, but the physical card must be renewed periodically (e.g., every five or ten years depending on the type).

Social Security and Health: Joining the Belgian System

In Belgium, there is no clear separation between social security and health insurance: enrollment in the social security system automatically grants the right to compulsory insurance via a health insurance fund.

A Quasi-Universal but Mandatory System

The country has a universal healthcare system, funded by taxes, social contributions, insurance premiums, and direct patient participation. It is neither free nor optional.

A law from July 1994 makes health insurance compulsory for anyone residing in Belgium. Non-compliance exposes you to sanctions: fines, but above all lack of reimbursement for care, which must then be paid for entirely out-of-pocket.

According to the OECD, approximately 99% of residents now benefit from public coverage. The quality of the system is widely recognized: Belgium, for example, was in the top 15 worldwide in several recent rankings on the innovation and efficiency of healthcare systems.

Steps to Get Covered

The affiliation procedure follows a cascade logic:

1. Registration at the municipality Hence the importance of the procedure described above: without a registered domicile, no national registration number, therefore no normal access to health insurance funds.

3. Affiliation to a health insurance fund Armed with the national number, residents choose a mutualiteit (mutuelle in French, ziekenfonds in Dutch). All offer the same legal core coverage; differences lie in supplementary services, ideological positioning, and service quality.

Among the main players:

Health Insurance Fund	Orientation	Approximate Number of Members
CM (Christelijke Mutualiteit)	Christian	≈ 4.5 million
Solidaris	Socialist	≈ 3 million
Mutualité Libérale	Liberal	≈ 2.2 million
Partenamut	Independent	≈ 1.2 million
Mutualité Neutre	Neutral	≈ 500,000
CAAMI / HZIV	Auxiliary public fund	Primarily ensures basic legal coverage

Contributions combine a payroll deduction (about 13.07% for all social security, part of which is for health) and an annual premium set by the state (e.g., on the order of a few dozen euros per year). An optional additional contribution of 8 to 12 euros per month is often added for supplementary benefits (better dental coverage, hospitalization, etc.).

What Compulsory Insurance Covers

The legal coverage is broad and notably includes:

– consultations with general practitioners and specialists ;

– hospital care and emergency services ;

– a significant portion of prescribed medications;

– basic dentistry (scaling, cavities, extractions);

– a large part of maternity care (pregnancy monitoring, childbirth, postnatal), which can be almost fully reimbursed if affiliation conditions are met;

– several screenings (cancer, HIV, etc.);

– a portion of mental healthcare, free for under-24s in certain public settings, with a modest co-payment for others.

In the field of medication, the reimbursement rate depends on the category:

Category	Type of Medication	Typical Reimbursement Rate
A	Vital medicines	≈ 100 %
B	Essential medicines	≈ 75–85 %
C	Symptomatic treatments	≈ 50 %
Cx	Certain contraceptives	≈ 20 %
D	Non-reimbursable	0 %

Highly specialized care (dental implants, cosmetic surgery, certain alternative medicines…) is not covered or only via private supplementary insurance.

Private Supplementary Insurance

Belgium is a country where supplementary health insurance has become almost the norm: approximately 80% of the population would have additional hospitalization insurance, and about one-fifth have enhanced dental or outpatient coverage.

These insurance plans, offered by private insurers (Cigna Global, Allianz Care, AXA, DKV, AG Insurance, etc.) or sometimes by employers, allow you to:

– significantly reduce out-of-pocket costs in case of hospitalization ;

– limit the financial impact of choosing a non-conventioned doctor (who charges above the official fee schedule);

– benefit from a private room, certain costly dental or optical procedures, etc.;

– extend either geographical coverage (travel, expatriation) or the range of care (alternative medicine, check-ups, etc.).

Premiums vary roughly from 10 to 20 euros per month for simple hospitalization protection, to 70 euros or more for broader plans.

Integration: Courses, Language, and Civic Program

Living in Belgium is not limited to having a residence permit and health insurance. In several regions, newcomers, particularly non-Europeans, must follow a civic integration pathway, with language and “life in Belgium” courses.

Mandatory or Optional Programs Depending on Profile and Region

Belgium is institutionally complex: integration mainly falls under the Regions and Communities, each of which has established its own systems.

In the Brussels-Capital Region, a welcome pathway has become mandatory for most non-EU nationals aged 18 to 65 who register for the first time with a residence permit valid for more than three months and who have been legally residing in Belgium for less than three years. This pathway is free of charge.

In Flanders, an integration trajectory (inburgering) is also mandatory for several categories, including non-European foreigners over 18 who receive a first residence permit for more than three months, but also certain Belgians born abroad or with at least one parent born abroad and registering in the national register for the first time.

EU/EEA citizens most often have the option to follow these programs voluntarily, even if, in practice, many municipalities strongly encourage it, notably for access to the job market.

What Do These Pathways Contain?

Structures and contents differ slightly, but a common framework can be outlined:

– A “Life in Belgium” or social orientation module: Daily life, housing, work, healthcare system, education, values, history, institutions, public services. In Flanders, this course ends with an exam of about forty questions; in Brussels, it often involves around 60 hours of training.

– Language courses: In Flanders and the Dutch-speaking system in Brussels (BON), the emphasis is on Dutch; on the French-speaking side (BAPA, ONE), on French. Language objectives vary:

– in French-speaking Brussels, reaching level A2 on the European scale is the target, with up to 400 hours of courses over 16 months;

– in Flanders, the oral requirement for the end of the integration trajectory has been raised from A2 to B1, with programs (courses, workshops, on-the-job learning) calibrated accordingly.

– Socio-professional guidance: Referral to employment services (Actiris, VDAB, Forem), help with diploma recognition, CV preparation, networking.

Upon completion of this pathway, the participant receives an integration certificate. This document is not an automatic guarantee of citizenship but constitutes official proof of social integration, which can be considered in naturalization applications.

Certificates, Deadlines, and Possible Sanctions

The obligations come with deadlines. Thus, in the Brussels French-speaking system, certain non-EU individuals must complete the pathway within 18 months from the application for residence, extendable in particular cases. In Flanders, obligated persons must enroll in time and attend at least 80% of the courses.

The programs are free in Brussels, but fees have been introduced in Flanders for certain components (social orientation course, final test, Dutch courses). Exemptions exist for the unemployed or incarcerated persons. In case of non-compliance without valid reason (illness, heavy family responsibilities, etc.), fines or consequences for certain social rights may be considered.

Working in Belgium: Permits, Professional Cards, and Obligations

The question of work is central for most expatriates and is closely intertwined with residence rights.

Employees: Who Needs a Permit?

Citizens of the EU/EEA and Switzerland have in principle free access to the Belgian job market. Conversely, nationals of third countries generally need a work permit, except for exempted cases (certain researchers, specific postings, students within certain hourly limits, beneficiaries of international protection, etc.).

For employment of more than 90 days, the single permit prevails, as mentioned earlier. For short-term assignments, the Work Permit B remains, aimed for example at:

– certain seasonal workers ;

– au pairs (18 to 26 years old, stay limited to 12 months, minimum monthly allowance around 450 euros, with host family accommodation) ;

– specialized technicians coming to install or repair equipment for a short period (up to six months).

Self-Employed, Freelancers, and Entrepreneurs

Non-EU individuals wishing to pursue a self-employed activity must, as a rule, obtain a professional card. This is a title distinct from the employee work permit. Processing time often exceeds six months, and authorities closely examine the economic viability of the project, its impact on employment, relevance to the local market, etc.

Renewal and Long-Term Stability

Whether it’s a single permit, a Work Permit B, or a professional card, all these titles are time-limited and must be renewed sufficiently in advance of their expiration (often at least two months before). On that occasion, authorities may verify:

– continuity of the activity (contract still valid, sufficient turnover for a self-employed person, etc.) ;

– basic integration (notably via a completed integration pathway and minimal language skills) ;

– financial stability.

After several years (generally four to five years of work in Belgium, or a combination of time in different EU countries for certain EU Blue Card holders), it becomes possible to apply for an indefinite work permit or a long-term resident status, which reduces dependence on the initial employment contract.

Taxation: When Municipal Registration Makes You a “Tax Resident”

As soon as you are registered in the population register of a Belgian municipality – which is mandatory if you live there permanently –, the tax administration presumes you are a tax resident of Belgium. This presumption can be rebutted in certain specific cases, but for most people, it means that:

The income tax structure is progressive, with rates rising to 50% on the highest brackets. Belgium is thus among the European countries with the highest personal taxation, but also offers numerous deduction mechanisms (professional expenses, pension savings, mortgage interest, childcare, donations to recognized charities, etc.).

The absence of a specific tax number simplifies matters: the national registration number serves as the tax identification number. Returns can be filed on paper or via the online platform Tax-on-web (MyMinfin), authenticating with the eID card, the itsme app, or other recognized means.

Banking: Why a Belgian Account Quickly Becomes Essential

On paper, no legal obligation forces residents to open a bank account in Belgium. In practice, it’s an almost mandatory step.

Why Open a Local Account

Many employers, real estate agencies, energy companies, phone operators, or insurers require a Belgian IBAN. While European regulations prohibit IBAN discrimination within the SEPA zone, studies have shown that in Belgium, “IBAN discrimination” remains a reality: some providers refuse to debit from a foreign account or create practical obstacles.

The Belgian account also serves as a support:

– for paying rent and charges ;

– for direct debits for health insurance, electricity, internet, phone ;

– for receiving salary;

– for subscribing to a mortgage or long-term vehicle lease.

Conditions, Required Documents, and Account Types

Most banks accept opening accounts for foreigners as long as they have an economic or residential link with Belgium. They generally request:

– proof of identity (passport, ID card, electronic residence card A, B, C, D, E, F, etc.) ;

– proof of address (lease, utility bill, sometimes municipal attestations) – some banks initially accept a foreign address or just an email address for non-resident accounts;

– sometimes proof of income (employment contract, pay slips, invoices for self-employed);

– for so-called “basic” accounts, legal residence in an EU Member State and the absence of another current account in Belgium (with a maximum asset limit of 6,000 euros).

Traditional banks (BNP Paribas Fortis, ING, KBC/CBC, Belfius…) offer:

In addition, there are online banks and neobanks (N26, Revolut, Hello Bank…), which sometimes allow opening an account even before physical arrival in Belgium, but with an IBAN from another country (e.g., German), or soon Belgian for some players.

The processing of basic account applications is regulated: if the client meets the conditions, the bank must open the account within ten days. In case of refusal, it is possible to request a written justification, contact the central customer service, then the financial ombudsman Ombudsfin, or even the anti-discrimination body Unia if discrimination is suspected.

Finding Housing: Contracts, Guarantees, and Pitfalls to Avoid

Access to housing in Belgium is highly regulated, which protects tenants but also requires compliance with a series of administrative steps.

Types of Leases and Basic Rules

The vast majority of dwellings are rented unfurnished, for periods of several years, with slightly different rules depending on the Region (Brussels, Flanders, Wallonia).

Classic residential leases are: primary residence lease, secondary residence lease, short-term lease, and solidarity lease.

– short-term leases (up to three years), often 1 or 3 years, more rigid but easier to terminate;

– nine-year leases, very common, sometimes called “3‑6‑9” because certain rules are triggered at each three-year segment;

– leases of longer duration (long-term) or “for life,” rarer.

Since late 2024, certain Regions notably distinguish:

– the primary residence lease ;

– the ordinary lease (common law lease);

– specific leases: regulated cohabitation, student lease, sliding lease, etc.

For a student, for example, the student lease is limited to 12 months renewable, with reduced notice (often two months) and no penalty under specific conditions.

Lease Registration and Inventory

The lease must obligatorily be in writing and signed. It must then be registered with the administration within two months. This formality falls to the owner and costs nothing for primary residence leases, but strongly protects the tenant: once registered, the lease is enforceable against third parties and the tenant cannot be evicted in case of sale of the property, for example.

An inventory of fixtures upon entry is also mandatory, generally at the latest within the month following the handover of keys. Conducted by mutual agreement or by an expert (typical cost between 300 and 400 euros, shared between the parties), this document meticulously describes the property’s condition, including meter readings. It will be used, during the exit inventory of fixtures, to distinguish normal wear and tear from damage attributable to the tenant.

Rental Guarantee, Insurance, and Charges

The rental guarantee is another key piece: it generally represents the equivalent of two to three months’ rent. The law requires it to be deposited in a blocked account in the tenant’s name, opened in a bank or managed by a specialized organization (e.g., Korfine or a bank like KBC). The guarantee earns interest, which goes to the tenant at the end of the lease, if no major damage is found.

In addition to the rent, charges are added:

– common charges for shared areas (elevator, hallways, garden…): often 50 to 100 euros per month;

– gas, electricity, water bills: for an apartment of ± 85 m², the energy bill can easily exceed 120 to 200 euros per month depending on the economic climate;

– fire and water damage insurance, mandatory for the tenant in several Regions (often 8 to 10 euros per month, depending on coverage).

Rights and Obligations

Belgian legislation strongly protects the tenant. Eviction without serious cause and without a court decision is virtually impossible. The owner must ensure the habitability of the property, cover major repairs, and respect legal notice periods.

The tenant, for their part, has the obligation:

– to pay rent on time ;

– to maintain the property prudently, assuming minor repairs and routine maintenance;

– to insure the property (fire/water) if the law or lease requires it;

– to promptly report major problems to the owner (leaks, heating failure, etc.).

In case of dispute, tenant associations (Huurdersbond, Brussels and Walloon tenant unions) can assist with procedures. In the absence of an agreement, the justice of the peace has jurisdiction.

Beware of “Non-Domiciliation”

Some landlords offer “non-domiciliation” housing, prohibiting the tenant from establishing their official address there. For an expatriate who absolutely must be domiciled to obtain a residence card, health insurance, family allowances, or a work permit, this type of lease is therefore problematic. It is crucial to check before signing whether the contract allows for domiciliation.

In Summary: A Series of Heavily Intertwined Procedures

Living in Belgium involves dealing with an interweaving of levels of power (federal, regional, community, municipal) and procedures that interlock with one another. They can be visualized as a chain:

Taken in isolation, these procedures may seem burdensome. But they grant access to a very extensive set of rights: quality healthcare, a social safety net, diploma recognition, employment support, tenant protections, etc. For those considering living in Belgium long-term, mastering these mechanisms is therefore not just a mandatory administrative hurdle: it’s the cornerstone of a serene and lasting settlement.