The Belgian Embassy in Italy updated its visa instructions on 29 January 2026, introducing a strict pre-payment rule for work-and-residence (Single Permit) D-visa applicants and trainees. According to the notice, the €180 visa fee must reach the embassy’s bank account at least five business days before the scheduled appointment. Applicants who arrive without proof of payment—or proof of exemption—will be turned away and must re-book online.
The embassy also clarified that incomplete files must be supplemented within 30 days or will be forwarded to the Immigration Office for a decision, potentially prolonging processing by several weeks. The checklist re-emphasises the need for an Annex 46/47, the regional work-authorisation letter and the ‘general residence condition’ declaration on integration efforts.
![Belgian Embassy in Rome tightens payment rules for Single-Permit visa applicants]()
To help applicants avoid last-minute hiccups, VisaHQ’s digital visa-processing portal (https://www.visahq.com/belgium/) offers a secure fee-payment interface, real-time status tracking and automated reminders that flag bank-cut-off times and missing documents. Mobility managers can monitor multiple cases in one dashboard while applicants receive step-by-step guidance on Annex 46/47 uploads and other Belgian Single Permit requirements, cutting down on re-bookings and costly delays.
For employers transferring staff from Italy to Belgium, the change removes the option of settling the fee on the day of submission—a common fallback when banking cut-off times were missed. Mobility teams should therefore adjust internal timelines, instruct applicants to execute SEPA transfers well in advance and retain payment proofs. Failure to do so could jeopardise assignment start dates, especially with February and March appointment slots already filling up.
The update is likely to be replicated at other Belgian consulates as part of a wider push for standardised, cash-free visa services in line with EU digitalisation goals. Companies should audit their vendor instructions and ensure relocation partners are aware of the new lead time.
The embassy also clarified that incomplete files must be supplemented within 30 days or will be forwarded to the Immigration Office for a decision, potentially prolonging processing by several weeks. The checklist re-emphasises the need for an Annex 46/47, the regional work-authorisation letter and the ‘general residence condition’ declaration on integration efforts.
To help applicants avoid last-minute hiccups, VisaHQ’s digital visa-processing portal (https://www.visahq.com/belgium/) offers a secure fee-payment interface, real-time status tracking and automated reminders that flag bank-cut-off times and missing documents. Mobility managers can monitor multiple cases in one dashboard while applicants receive step-by-step guidance on Annex 46/47 uploads and other Belgian Single Permit requirements, cutting down on re-bookings and costly delays.
For employers transferring staff from Italy to Belgium, the change removes the option of settling the fee on the day of submission—a common fallback when banking cut-off times were missed. Mobility teams should therefore adjust internal timelines, instruct applicants to execute SEPA transfers well in advance and retain payment proofs. Failure to do so could jeopardise assignment start dates, especially with February and March appointment slots already filling up.
The update is likely to be replicated at other Belgian consulates as part of a wider push for standardised, cash-free visa services in line with EU digitalisation goals. Companies should audit their vendor instructions and ensure relocation partners are aware of the new lead time.
