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Frequently Asked Questions
I cannot find any appointments online?
The only way to book an appointment for a visa application is via the link you receive by email AFTER submitting your form electronically on VisaOnWeb. It is impossible to book an appointment any other way. If you cannot see any dates available on the online system this means we are fully booked. Please check the online system frequently for any cancellations or for new dates becoming available.
Why is there an error message when I try to book?
There are a few possibilities:
- There are no more slots available for visas. Please check the online system later for cancellations or new dates.
- The system is too busy because many people are trying to book an appointment at the same time. Please try again later.
- There is a mistake in your booking. Make sure you are using the link you received by email and that your VOW number is correct.
Please note that we are unable to provide technical assistance during the booking process over the phone.
Can I get an earlier appointment?
We are unable to give you an earlier appointment date by phone or email. Please check our website regularly for any cancellations.
In case of a genuine emergency, please send an email with supporting documents to email@example.com. Please note there are very strict criteria to meet in order to qualify as an emergency. Examples include travel for urgent medical procedures or for humanitarian purposes. Tourism is never considered as an emergency. For business travel to be considered as an emergency, evidence pieces from the partner in Belgium are required.
Do I need to pay for an appointment?
Appointments are free of charge and should be booked directly from our online appointment system. Please note that it is NOT necessary to apply for a Schengen visa for Belgium via an agency. The only fee you are required to pay for a Schengen visa is the handling fee, paid directly to the Embassy on the day of your appointment. Applying through an agency will NOT get an earlier appointment or a quicker outcome.
I am a family member of a EU-citizen, can I get an earlier appointment?
Following EU-legislation, we do our best to provide appointments to spouses and dependents of the of EU-citizens within a reasonable timeframe. We encourage applicants to plan their trips in advance and to follow the standard procedures and check for appointments online frequently. If your trip is 4 to 6 weeks away and you have checked online regularly and are unable to find an appointment in time you can send us an email, adding you VOW-number and travel dates, as well as a passport of the EU-citizen. If you fulfil the criteria we will do our best to plan in an appointment within two weeks. You will not be able to choose the date or time of your appointment.
Please note that family members of EU-citizens are not often able to travel without a visa, as long as there are traveling with that family member. More information can be found here: Travel documents for non-EU family members - Your Europe (europa.eu)
Why are the appointments booked up so far in advance?
There is an unprecedented level of demand across all the Schengen Embassies in Dublin at the moment. We are taking as many appointments as possible. We would ask if you cannot attend your appointment for any reason that you cancel it as soon as you can so that slot can be made available to someone else.
How far in advance should I apply for a visa?
Because of a very high level of demand, we advise you to submit your form on VisaOnWeb and try and secure your appointment at least 3 months in advance.
How long will my application take?
Approximately 10 working days from the time your submit your file in person on the day of your appointment. Please note if your file is not complete on the day of your appointment this will delay your application. Some visa files will have to be referred to Brussels or our Schengen Partners which will take longer than 10 working days.
When is the visa section open?
Appointments for visa applications are available Monday to Thursday from 0900 to 1230. Collection times are Tuesdays and Thursdays from 1400 to 1500.
I have a question, how can I reach you?
Your first source of information is this website. Please read through our procedures and the FAQ question list first. If you are certain that your question is not answered anywhere on our website, you may send us an email at firstname.lastname@example.org . Note that we will not reply to your email if the answer to your question can be found on our website.
Every file is different and we therefore cannot answer questions on the phone. The only people who can receive an answer by phoning are those with urgent questions concerning their ongoing application, meaning after their in-person appointment at our embassy. In that case you can call us during the opening hours of the visa section, having your 5-digit application number at hand.
Can you tell me if my file/document is ok?
We cannot tell you over the phone or by email if your file or a specific document will be acceptable before your appointment. Please read through our list of requirements and your file will be assessed on the day of your appointment.
I’ve made a mistake on VisaOnWeb – what should I do?
If you need to change your travel dates or other details about your trip, please bring the updated information on the day of your appointment and the visa officer will be able to make the change in your file. If you have made a mistake in your personal details: name, surname, date of birth – please fill in a new application on VisaOnWeb. There is no need to redo your appointment just bring in the new form on the day of your appointment.
Will I get a multiple or a single entry visa?
Applicants are allowed to indicate their preference for a single or a multiple entry visa in VOW, however, please be advised that there is no right to receive a multiple entry visa, just as there is no right to receive a visa (certain legally defined exceptions not withstanding). Visa are granted on a case-by-case basis, and this also applies for multiple entry visa. If you wish for your request for a multiple entry to be considered, you file must contain evidence of multiple trips, with Belgium as the main destination over all. Besides this, factors that are taken into consideration include but are not limited to visa history, financial means and ties to Belgium.
Can I apply for a visa for Luxembourg?
Yes we also accept visas applications for Luxembourg. Please follow the same procedure as outlined for a visa for Belgium.
What is an Airport transit visa (visa type A)
This is a visa to transit through the airport only. An airport transit means that you do not have to check-in, collect your bags or go through security in the airport - you simply go gate to gate to connect flights. Please check this website to see if you will need this type of visa.
What if I’m not going gate-to-gate?
If you need to check-in again in the airport in Belgium this is classed as an entry into Belgium so you will need to apply for an ordinary short-stay visa.
On the day of your appointment
What do I need to bring with me on the day of my appointment?
- Print out of your completed application form
- Original passport & residence card
- Means of payment
- All of the supporting documents listed in the list of requirements.
Please note that if you do not have acceptable payment or your file is considered incomplete we will not be able to accept your application and you will have to rebook another appointment on another day.
How can I pay the visa handling fee?
The handling fee can be paid by bank card on the day you are lodging your application in person. If you do not have the correct payment with you on the day of your appointment we will NOT accept your application.
Visas to live / work / study in Belgium or Luxembourg
What do I need for a Long stay visa?
If you need a visa to go to Belgium or Luxembourg to study, work or join your spouse or partner on a long-term basis please check the website of Belgian Immigration Authorities: Immigration Office | IBZi. or Ministry of Foreign and European Affairs of Luxembourg: Visa and immigration - Ministry of Foreign and European Affairs // The Luxembourg Government (gouvernement.lu) If you failed to find required information you can send an email to email@example.com to ask for specific information you required. Please make sure to specify what type of long term visa you need (study, employment, self-employment, family reunification…).
Please allow around 5 working days for a response.
Travelling as part of a group / family
I’m travelling as part of a group or organising a trip for a group, how should I proceed?
If you are travelling with a group of friends or family members: every member should book an individual appointment, following our standard procedures. Note that when transferring from VOW to our appointment website, only the name of the first applicant will be copied automatically. Other applicants have to be added manually in order to book an appointment for more than one person.
If you are in charge of organising a study trip or other organised trip to Belgium and require 6 or more appointments:
- Contact us by email at least 5 months before the travel date, informing us about your intention to travel to Belgium and adding an estimation of the amount of appointments you require. Make sure to add any evidence pieces (invitation letter from Belgian partner institution, itinerary, explanation on funding structure,…) to the email. We will analyze your request within 2 weeks and inform you either of the date(s) that have been reserved, or of the fact that the general procedure should be followed for your request.
- If your request was granted: confirm the amount of appointments required and provide us with a list of the applicants, including names and nationalities, as soon as possible, but at least 1 month before the agreed appointment date(s).
- For larger groups other procedures might be suggested on a case to case basis. Please be advised that the larger the group, the more in advance you should contact us, and that 5 months is considered a minimum period.
- If the 5 month period has not been respected, applicants will have to follow the regular procedure for appointments. It will not be possible to reserve spots or to add extra appointments in this case.
Please note that the request should come from the organisers (university, private company), not from the individual applicants.
I’m travelling with my EU family – do I need a visa?
If you have an IRP which says “Stamp 4 EU Family” and you are travelling together you do not need a visa to go to Belgium. You must still have a valid passport and have your IRP card with you to avail of this exemption. We advise you to bring a copy of your marriage certificate while travelling. Please note this advice is for Belgium only – if you are travelling to another Schengen country you should check with their Embassy for more information. Please also note that if your IRP says “Stamp 4” you will need to apply for a visa.