Stay of less than 3 months (notification)

If you are coming to Belgium for a stay of less than 3 months, you must notify the city office of your short stay. You may require a short-stay visa type C. 

Short-Stay Visa

If you want to come to Belgium for less than 3 months and you are a a non-EU/EEA national, you may require a ‘short-stay visa type C'. A visa is a sticker which is placed in your passport by the consulate of a Schengen country, granting permission to stay in the Schengen area for a specific period.

Check the list of nationalities which do not require a short stay visa.

How to apply?

Personally at the competent Belgian embassy or consulate, or at the embassy of the Schengen country which represents Belgium in the country where you live. They will provide you with more information about the visa and the conditions.

Further information

You can find all the information on the visa type C for the Schengen area on the FPS Foreign Affairs website.

Declaration of arrival

Request a declaration of arrival as soon as possible after you arrive in Belgium.

You can only do so if you are staying at a private residence.

How to apply?

  • Email to:
    nietbelgen@leuven.be
  • Subject line of the email:
    ‘Declaration of arrival' + your surname + given name(s) (as stated on your national identity card or passport) + Belgian national registration number (‘rijksregisternummer’), if any
  • Attach the following documents (in PDF format, each document scanned separately and in colour):
    • EU/EEA citizen: national identity card (front and back) or national passport (biodata page)
    • Non-EU/EEA citizen:
      • National passport
        • Biodata page
        • All pages containing entry and exit stamps into and out of the Schengen area in the previous 180 days
      • If any: visa or residence card of another EU member state (front and back)
      • If you are coming to Belgium to work: work permit B
    • If you are a non-EU/EER citizen who is joining an EU/EEA or Belgian relative who legally resides in Belgium: furthermore proof of the relationship (e.g. marriage/birth certificate) + Belgian residence card or Belgian identity card of your family member
    • 1 passport-size photo (maximum 6 months old)
  • Mention the following information in the email:
    • Reason for the application
    • Surname, given name(s) (as stated on your national identity card or passport)
    • Date and place of birth
    • Nationality
    • Full address in Leuven, including any ‘busnummer’ (flat/room number)
    • Belgian phone number
      If you do not have a Belgian phone number, please provide the Belgian phone number of a contact person, mentioning their name
    • Date of entry into Belgium
Pay attention
  • If you are submitting an application for more than one person, you must send one email per person. The attached documents may only relate to that person.
  • Only complete files will be processed.

Collection of declaration of arrival

You will receive an invitation by email to collect your declaration of arrival, by appointment.

Make an appointment for collection

What do you need to bring?

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

Renewal of short stay

Are you a non-EU/EEA national and are you unable to leave Belgium at the end of your short stay due to exceptional circumstances (e.g. for medical reasons)? In that case, you can submit an application to extend your short stay.

How to apply?

  • Email to:
    nietbelgen@leuven.be
  • Subject line of the email:
    ‘Renewal declaration of arrival' + your surname + given name(s) (as stated on your national identity card or passport) + Belgian national registration number (‘rijksregisternummer’) or reference number of your declaration of arrival (annex 3)
  • Attach the following documents (in PDF format, each document scanned separately and in colour):
    • National passport (biodata page + visa, if any + all printed pages)
    • Declaration of arrival (annex 3)
    • Travel insurance valid for the duration of the desired extension, with a minimum coverage of € 30,000 and valid for the entire Schengen area
    • Proof that you are unable to return due to exceptional circumstances
    • Motivation letter
    • Documents in support of your application for extension (e.g. medical attestation)
  • Mention the following information in the email:
    • Reason for the application
    • Surname, given name(s) (as stated on your national identity card or passport)
    • Date and place of birth
    • Nationality
    • Full address in Leuven, including any ‘busnummer’ (flat/room number)
    • Email address at which the authorities can contact you
    • Belgian phone number
      If you do not have a Belgian phone number, please provide the Belgian phone number of a contact person, mentioning their name
Pay attention:
  • If you are submitting an application for more than one person, you must send one email per person. The attached documents may only relate to that person.
  • Only complete files will be processed.

Formal obligation

Do you want to stand surety for a non-EU/EEA citizen who lacks sufficient financial resources? Then you can sign a formal obligation. It confirms that you commit to providing financial support for this person if necessary.

For whom can you stand surety?

  • For a non-EU/EEA citizen who intends to come to Belgium for maximum 3 months (short stay)
  • For a non-EU/EEA student (long stay)
    You can stand surety for the duration of one academic year, or for a study course (e.g. bachelor or master)
  • For a non-EU/EEA graduate who is applying for a search year

Who may stand surety for a student or a search year?

  • Belgian
  • EU citizen residing in an EU country
  • Non-EU citizen with permanent stay in Belgium (i.e. holder of a B, C/K, D/L, F(+) or M(+) card) or in another EU member state.
    Holders of a Belgian A or H card are excluded
  • Non-EU family member up to the third degree (relative by blood or by marriage)
    The guarantor must present proof of the kinship (at the Belgian embassy or at the Belgian municipality where they live). You prove the kinship by means of one or several birth or marriage certificates, issued in or translated into Dutch, French, German or English. You may require a legalisation. You may also present a multilingual EU certificate.

What are the conditions to stand surety?

What do you have to do?

Do you reside in Leuven? Then come to the city office with a completed ‘Formal obligation’ to have your signature legalised.

Make an appointment

What do you need to bring?

Surety for a short stay

  • Belgian: Belgian identity card
  • Non-Belgian: national passport or identity card and Belgian residence permit
  • If the person you want to stand surety for does not apply for the short stay visa at a Belgian embassy or does not need a visa: proof of income (e.g. 3 recent payslips or tax returns).
  • Completed ‘Formal obligation’ (annex 3bis), not yet signed
    • You must print it on both sides.
    • You may submit up to 3 annexes during a single appointment.

Surety for a student or for a search year

  • Belgian: Belgian identity card
  • Non-Belgian: National passport or identity card and Belgian or EU residence permit
  • Non-EU family member: proof of the kinship (unless you have permanent stay in Belgium or another EU member state; see above)
  • Proof of income:
    • You are an employee: your 3 most recent pay slips + your work contract or employer's certificate (at least valid during the academic year or study course for which you want to stand surety)
    • You are self-employed: proof of your income, issued by a public authority + proof of payment of social security contributions + proof of registration with the Crossroads Bank of Enterprises
  • Completed ‘Formal obligation’ (annex 32), not yet signed
Pay attention

Are you a student applying for renewal of stay or a graduate applying for a search year, and does your guarantor reside in Belgium? Then you must submit the following documents together with the legalised 'Formal obligation' (annex 32):

  • Proof of income, presented by the guarantor during the legalisation of the annex 32
  • Copy of the guarantor’s identity card or residence card (both sides)
  • Non-EU family member: proof of the kinship – see above
For the application:
  • Renewal student: if possible, ask your guarantor to come along during your appointment, so that the annex 32 can be legalised at the same time
  • 'search year' via email: you must scan all these documents together as 1 PDF document 'Proof of financial solvency'.

More information

Stadskantoor
Professor Van Overstraetenplein 1
3000 Leuven

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