Belgium Visa Mistakes Indians Make (and How to Avoid Them)

Each one is a checklist item rather than a judgement call, which is exactly why it is worth getting right. Below are seven mistakes, each matched to what the Embassy of Belgium in New Delhi, the Consulate General in Mumbai and VFS Global ask for. Fees and processing times as published on the official sources, checked on 2026-10-10. For the full process from start to finish, read our Belgium visa guide for Indians.

1. Treating the VisaOnWeb form as a formality

Every Belgian application starts on VisaOnWeb (visaonweb.diplomatie.be). You create an account, fill the form online, print it and sign it. Two slips are easy to make: arriving with an unsigned printout, and entering travel dates that do not match your flight reservation and hotel booking.

A related mistake is trying to apply at the Embassy. Only official passport holders, family members of EU citizens and VIPs with an Embassy appointment may apply directly at the Embassy or Consulate. Everyone else attends a VFS centre in person for a live photo and fingerprints; children under 12 are exempt from fingerprints for C visas.

2. Money proof in the wrong format

Belgium is specific about financial documents, and a bundle that looks complete can still fall short:

• An original bank statement for the last three months, stamped and signed by the bank. A net-banking download on its own does not show a bank stamp or signature.
• Your Indian income tax return acknowledgment for the last two assessment years.
• If employed: pay slips for the last three months, your employment contract and your employer's approval for the holiday. The tourism checklist also asks for an employer's letter stating your income and vacation days.
• If self-employed: company registration including the GST number.
• If retired: pension statements for the last three months.

3. Insurance and photos that miss the specification

The insurance rule has several parts, and each one is checked. The policy must be overseas travel medical insurance valid for all Schengen countries, cover at least EUR 30,000, and include risks such as accident, illness, medical emergency evacuation and repatriation of mortal remains. It must state its validity and cover the entire trip, including the arrival and departure dates, come from the approved list of insurance companies in India, and be signed by you. A policy that ends the day before your return flight fails on its own.

For photos, use a plain white background, not older than 6 months, with your face taking up 70-80% of the frame, a neutral expression and mouth closed. VFS gives the size as 35-45 mm, while the Embassy checklists describe a 5x3 cm colour photograph glued on the form, so check the checklist for your visa type. Bring the right number: 2 for a short-term non-VIS case, 3 for a short-term VIS case, 3 for a long-term visa and 4 for a long-term applicant under 6.

4. One set of papers, or a booking that covers only Belgium

For a short stay you need two sets of all documents; for a long stay, three sets (one original and two copies). Also include a copy of your passport identity page and of your most recent Schengen visa with stamps. Your passport needs at least two blank pages and must be valid at least 3 months after you leave the Schengen territory for a C visa, or for 12 months for a D visa.

The tourism checklist asks for a full detailed itinerary, a flight ticket reservation and a hotel reservation for your total stay in Belgium and other Schengen countries. If Paris or Amsterdam is part of the plan, those nights must be booked too. A verifiable hotel reservation and flight reservation are what is asked for; avoid buying non-refundable tickets before the decision.

5. Booking at the wrong moment

VFS states that new appointment slots are released on the 1st Monday of every month for the upcoming month (East and North Zone). If you live in those zones and check slots mid-month, you may be looking at what is left rather than what was released.

The two official sources also disagree on how early you can apply: the Embassy's C checklists say at the earliest three months before travel, while the VFS page says within 6 months. Applying within three months of travel satisfies both. As a general rule a decision comes within 15 working days of submission, but it can be extended to 30 calendar days, and exceptionally 60 calendar days if your file is referred to the Immigration Office in Belgium. Do not leave it to the last fortnight.

6. Paying the wrong amount, or expecting a refund

Optional extras include courier at INR 760, SMS at INR 278 and Premium Lounge at INR 4680. For a D visa that needs the handling fee, the VAC will not accept the application without proof of payment.

7. Category slips: family visits, business trips and minors

• Family or private visit: the invitation must state the purpose, address, phone, email and period of stay. If your host pays, you need an original guarantee letter (article 3bis) legalised by the municipality, a copy of the guarantor's ID or residence permit, family composition and proof of the guarantor's recent income, plus proof of your relationship.
• Business: an invitation letter from the Belgian company with the exact purpose and period, and a confirmation letter from your Indian company that explains the trip and guarantees to cover all costs.
• Minors: notarised (apostilled) consent of the parent or parents, with copies of the parents' ID.
• Submitting through someone else: a signed letter of authorisation and a copy of the representative's passport bio page.

If you need help assembling the travel part of the file, Yatra For Fun's India office in Gurugram prepares flight reservations, hotel bookings, travel itineraries and cover letters for visa files, with packages from INR 1,000 (flight reservation) to INR 3,000 (reservation, hotel, itinerary and cover letter). WhatsApp +91 95230 91018 or contact us.

Frequently asked questions

Which VFS centres in India accept Belgium visa applications?

VFS lists Belgium visa application centres in Ahmedabad, Bengaluru, Chandigarh, Chennai, Cochin, Goa, Hyderabad, Jalandhar, Kolkata, Lucknow, Mumbai, New Delhi, Puducherry and Pune. Applications are decided by the Embassy of Belgium in New Delhi or the Consulate General in Mumbai.

Is the Belgium visa fee refunded if the visa is refused?

No. The short-stay fee is listed as non-refundable, and the INR amount follows the current exchange rate, so it can change without notice.

Do children under 12 need to give fingerprints for a Belgium visa?

No. Children under 12 are exempt from fingerprinting for C visas. Children under 6 also pay no visa fee, though the VFS service fee still applies.

Can a travel agent submit my Belgian visa application?

Yes. If a representative or travel agent submits for you, include a declaration or authorisation letter signed by you and a copy of the representative's passport bio page.