Stay of more than 3 months: registration non-EU/EEA national with visa type D

Are you coming to Belgium for a stay of more than 3 months with a visa type D? Then you must register yourself in the city registry as soon as possible. Note: you can only do so if you  already reside at your permanent address in Leuven.

For whom?

You meet all 3 conditions below:

Not intended for:

  • Foreign students
    Are you coming to Belgium to study at a Belgian university or college? Then you must register yuorself as a foreign student.
  • In Belgium without a visa type D
    Are you coming to Belgium without a visa type D? In that case, you follow a different procedure.
    One of these situations applies:
    • You are exempt from visa for short stay.
    • You hold a valid residence card of another EU country.
    • You are applying for family reunification with an EU national.
  • Change of status
    Do you already have legal stay of more than 3 months in Belgium and do you wish to change your residence status? In that case, you submit an application for a change of residence status.

Which documents do you need to register?

This depends on your situation.

What is the reason for your stay in Belgium? *
I will work in Belgium as:  *
What is your relationship with this person? *

Which documents do you need to submit your application?

  • National passport 
    Add these documents:
    • Biodata page
    • Page containing the visa (type D)
    • Page containing the entry stamp (if it does not appear on the visa page)
    • Is your place of birth not mentioned in your passport? Then add another official document which proves your place of birth (e.g. birth certificate).
  • Rental contract 
    If available.
  • 1 passport-size photo
  • Annex 46 or annex 47
  • Work permit
    Approved by the regional Department of Economic Migration or Employment

Registering kinship with family members

Do you want to register your kinship in the Belgian national register with a family member who also resides in Belgium? You are not obliged to do so, but keep in mind that you are officially ‘not related’ to your relative in that case.

You can immediately add proof of the kinship to your application:

  • Spouse: Marriage certificate
  • Legal partner: Proof of a legally registered partnership
  • Child or parent: Birth certificate

You can have the kinship registered at a later stage as well. Contact us for more information.

Foreign documents: translation and legalisation
We only accept documents in certain languages. Sometimes you require a legalisation.
Read the rules on translation and legalisation. 

Please note
Are any family members accompanying you who have a family reunification visa or who will apply for family reunification with you on arrival? 
Then you do not need to add the proof of kinship. We will verify the kinship when your family members register themselves.

Which documents do you need to submit your application?

  • National passport 
    Add these documents:
    • Biodata page
    • Page containing the visa (type D)
    • Page containing the entry stamp (if it does not appear on the visa page)
    • Is your place of birth not mentioned in your passport? Then add another official document which proves your place of birth (e.g. birth certificate).
  • Rental contract 
    If available.
  • 1 passport-size photo
  • Professional card

Registering kinship with family members

Do you want to register your kinship in the Belgian national register with a family member who also resides in Belgium? You are not obliged to do so, but keep in mind that you are officially ‘not related’ to your relative in that case.

You can immediately add proof of the kinship to your application:

  • Spouse: Marriage certificate
  • Legal partner: Proof of a legally registered partnership
  • Child or parent: Birth certificate

You can have the kinship registered at a later stage as well. Contact us for more information.

Foreign documents: translation and legalisation
We only accept documents in certain languages. Sometimes you require a legalisation.
Read the rules on translation and legalisation. 

Please note
Are any family members accompanying you who have a family reunification visa or who will apply for family reunification with you on arrival? Then you do not need to add the proof of kinship. We will verify the kinship when your family members register themselves.

Which documents do you need to submit your application?

  • National passport 
    Add these documents:
    • Biodata page
    • Page containing the visa (type D)
    • Page containing the entry stamp (if it does not appear on the visa page)
    • Is your place of birth not mentioned in your passport? Then add another official document which proves your place of birth (e.g. birth certificate).
  • Rental contract 
    If available.
  • 1 passport-size photo
  • Annex 46 or annex 47
  • Work permit 
    Approved by the regional Department of Economic Migration or Employment

Registering kinship with family members

Do you want to register your kinship in the Belgian national register with a family member who also resides in Belgium? You are not obliged to do so, but keep in mind that you are officially ‘not related’ to your relative in that case.

You can immediately add proof of the kinship to your application:

  • Spouse: Marriage certificate
  • Legal partner: Proof of a legally registered partnership
  • Child or parent: Birth certificate

You can have the kinship registered at a later stage as well. Contact us for more information.

Foreign documents: translation and legalisation
We only accept documents in certain languages. Sometimes you require a legalisation.
Read the rules on translation and legalisation 

Please note
Are any family members accompanying you who have a family reunification visa or who will apply for family reunification with you on arrival? Then you do not need to add the proof of kinship. We will verify the kinship when your family members register themselves.

Which documents do you need to submit your application?

  • National passport 
    Add these documents:
    • Biodata page
    • Page containing the visa (type D)
    • Page containing the entry stamp (if it does not appear on the visa page)
    • Is your place of birth not mentioned in your passport? Then add another official document which proves your place of birth (e.g. birth certificate).
  • Rental contract 
    If available.
  • 1 passport-size photo

  • Birth certificate of your child

    You are not obliged to present this document, but in that case the kinship will not be registered in the Belgian national register either, and you are officially 'not related' to your family member.
    You may also present this document at a later stage. Contact us for more information.

Foreign documents: translation and legalisation
We only accept documents in certain languages. Sometimes you require a legalisation.
Read the rules on translation and legalisation. 

 

Which documents do you need to submit your application?

  • National passport 
    Add these documents:
    • Biodata page
    • Page containing the visa (type D)
    • Page containing the entry stamp (if it does not appear on the visa page)
    • Is your place of birth not mentioned in your passport? Then add another official document which proves your place of birth (e.g. birth certificate).
  • Rental contract 
    If available.
  • 1 passport-size photo

  • Your birth certificate

    You are not obliged to present this document, but in that case the kinship will not be registered in the Belgian national register either, and you are officially 'not related' to your family member.
    You may also present this document at a later stage. Contact us for more information.

Foreign documents: translation and legalisation
We only accept documents in certain languages. Sometimes you require a legalisation.
Read the rules on translation and legalisation. 

 

Which documents do you need to submit your application?

  • National passport 
    Add these documents:
    • Biodata page
    • Page containing the visa (type D)
    • Page containing the entry stamp (if it does not appear on the visa page)
    • Is your place of birth not mentioned in your passport? Then add another official document which proves your place of birth (e.g. birth certificate).
  • Rental contract 
    If available.
  • 1 passport-size photo

  • Marriage certificate

    You are not obliged to present this document, but in that case the kinship will not be registered in the Belgian national register either, and you are officially 'not related' to your family member.
    You may also present this document at a later stage. Contact us for more information.

Foreign documents: translation and legalisation
We only accept documents in certain languages. Sometimes you require a legalisation.
Read the rules on translation and legalisation. 

 

Which documents do you need to submit your application?

  • National passport 
    Add these documents:
    • Biodata page
    • Page containing the visa (type D)
    • Page containing the entry stamp (if it does not appear on the visa page)
    • Is your place of birth not mentioned in your passport? Then add another official document which proves your place of birth (e.g. birth certificate).
  • Rental contract 
    If available.
  • 1 passport-size photo

  • Proof of a legally registered partnership

    You are not obliged to present this document, but in that case the kinship will not be registered in the Belgian national register either, and you are officially 'not related' to your family member.
    You may also present this document at a later stage. Contact us for more information.

Foreign documents: translation and legalisation
We only accept documents in certain languages. Sometimes you require a legalisation.
Read the rules on translation and legalisation. 

 

Which documents do you need to submit your application?

  • National passport 
    Add these documents:
    • Biodata page
    • Page containing the visa (type D)
    • Page containing the entry stamp (if it does not appear on the visa page)
    • Is your place of birth not mentioned in your passport? Then add another official document which proves your place of birth (e.g. birth certificate).
  • Rental contract 
    If available.
  • 1 passport-size photo

Registering kinship with family members

Do you want to register your kinship in the Belgian national register with a family member who also resides in Belgium? You are not obliged to do so, but keep in mind that you are officially ‘not related’ to your relative in that case.

You can immediately add proof of the kinship to your application:

  • Spouse: Marriage certificate
  • Legal partner: Proof of a legally registered partnership
  • Child or parent: Birth certificate

You can have the kinship registered at a later stage as well. Contact us for more information.

Foreign documents: translation and legalisation
We only accept documents in certain languages. Sometimes you require a legalisation.
Read the rules on translation and legalisation. 

Please note
Are any family members accompanying you who have a family reunification visa or who will apply for family reunification with you on arrival? Then you do not need to add the proof of kinship. We will verify the kinship when your family members register themselves.

Which documents do you need to submit your application?

  • National passport 
    Add these documents:
    • Biodata page
    • Page containing the visa (type D)
    • Page containing the entry stamp (if it does not appear on the visa page)
    • Is your place of birth not mentioned in your passport? Then add another official document which proves your place of birth (e.g. birth certificate).
  • Rental contract 
    If available.
  • 1 passport-size photo
  • Additional documents (depending on the reason for your stay)
    Contact us to find out which documents we require.

Registering kinship with family members

Do you want to register your kinship in the Belgian national register with a family member who also resides in Belgium? You are not obliged to do so, but keep in mind that you are officially ‘not related’ to your relative in that case.

You can immediately add proof of the kinship to your application:

  • Spouse: Marriage certificate
  • Legal partner: Proof of a legally registered partnership
  • Child or parent: Birth certificate

Read the rules on translation and legalisation of these documents. You can have the kinship registered at a later stage as well. Contact us for more information.

Foreign documents: translation and legalisation
We only accept documents in certain languages. Sometimes you require a legalisation.
Read the rules on translation and legalisation. 

Please note
Are any family members accompanying you who have a family reunification visa or who will apply for family reunification with you on arrival? Then you do not need to add the proof of kinship. We will verify the kinship when your family members register themselves.

 

How to register?

1. Gather the documents

You must add them to your application.
Which documents do you need?

Attention

Is someone else submitting the application on your behalf (not a family member)?
If so, add a power of attorney.

What you need to know before you start

  • Attach the documents in colour.
  • Preferably attach the documents in pdf (not applicable for photos).
  • Make a single file of documents consisting of several pages or belonging together
    E.g. original marriage certificate with accompanying translation and legalisation as 1 proof of the relationship
  • A document may not exceed 10 MB in size.
  • Has one of your documents been signed digitally?
    • E.g. a marriage certificate with translation or legalisation, or a work contract.
    • Upload the original document itself, not a photo. We must be able to verify the digital signature.
    • The documents you had legalised by the Belgian embassy can be found at LegalWeb.

2. Register yourself

You can do so online or at the city office.

Online

Are you coming with your family? Complete the form for each family member separately.

Register yourself with the city

At the city office

Make an appointment.

Make an appointment

3. We process your application

We process your application.

4. Collect proof of registration

We will invite you by email to come to the city office to collect proof of your registration (an ‘annex 15’ or ‘annex 49’). You make an appointment.

What do you need to bring?

  • National passport
  • Invitation from the city
  • The documents mentioned in your invitation

How to make an appointment?

If you are not in Belgium, you can only make an appointment by phone.

Make an appointment

5. We check your address

A local police officer will check whether you reside at your permanent address.

Renewal of residency

So as to renew you stay, you follow another procedure:

More info

Do you have a question?

Contact us. We are happy to help you.

Call us

016 27 21 94

Mail us

nietbelgen@leuven.be
We will get back to you as soon as possible.
Something wrong or unclear on this page? Let us know.