Stay of more than 3 months: registration EU/EEA

Are you coming to Belgium for a stay of more than 3 months? Then you must register yourself in the city registry as soon as possible. You submit your application by email or at the counter. Note: you may only submit an application if you are already living at your permanent address in Leuven.

You have 3 months’ time to complete your file. After an address check by a local police officer, and on condition that your application is complete and has been approved by the competent authority, you are entitled to a residence permit.

Registration foreign students
Are you coming to Belgium to study at a Belgian university or college? In this case, a different procedure applies.

Application by email

  • Email to: nietbelgen@leuven.be
  • Subject line of the email: 'residence application' + 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):
    • National identity card (front and back) or national passport (biodata page)
    • The documents required for the application, depending on your immigration status (e.g. work contract, proof of income, birth certificate, marriage certificate ...). We only accept documents drawn up in or translated into Dutch, French, German or English.
      Attention: Some official documents which have been drawn up abroad (e.g. certificates, documents from local authorities, etc.) require legalisation and a Dutch, French, German or English translation by a sworn translator. You may also present a multilingual EU birth or marriage certificate.
    • Rental contract (if available)
    • 1 passport-size photo (maximum 6 months old)
  • Mention the following information in the email:
    • 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)
      You must already reside here.
    • Reason for the application
    • 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.
  • Your application may only be submitted by yourself or by the family member you are joining in family reunification.
  • Only complete files will be processed.

What happens after your email application? 

You will receive an invitation by email to come to the city office to collect confirmation of your registration (an ‘annex 19’ and possibly an ‘annex 8ter’). You make an appointment. 

What do you need to bring?

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

Make an appointment

Application at the counter

Do not come to the city office if you have to go into quarantine
Do not come to the city office if you have to go into quarantine, even if this means exceeding a deadline (e.g. for renewal, application, registration, …). Wait for your quarantine period to finish before you come, even if you have no symptoms of illness.

For which countries of departure is quarantine in Belgium mandatory?

You come to the city office, by appointment. You will immediately receive confirmation of your registration (an ‘annex 19’ and possibly an ‘annex 8ter’).

Make an appointment

What do you need to bring?

  • National identity card or passport 
  • The documents required for the application, depending on your immigration status (e.g. work contract, proof of income, birth certificate, marriage certificate ...). We only accept documents drawn up in or translated into Dutch, French, German or English.
    Attention: Some official documents which have been drawn up abroad (e.g. certificates, documents from local authorities, etc.) require legalisation and a Dutch, French, German or English translation by a sworn translator. You may also present a multilingual EU birth or marriage certificate.
  • Rental contract (if available)
  • 1 recent passport-size photo: pay attention to the requirements for photos 
    There is a photo booth in the city office.
You must present the original documents. Documents which you have received digitally yourself, must be printed in colour (you may not show them on your smartphone).

More info

Counter non-Belgians

Stadskantoor
Professor Van Overstraetenplein 1
3000 Leuven

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