Belgium’s Federal Ombudsman has formally urged the Foreign Affairs Ministry and the Immigration Office to overhaul visa procedures that currently oblige applicants to appear in person at a Belgian embassy—sometimes in conflict zones—before their files are accepted. In a report released on 16 April, Ombudsman Jérôme Aass said the rule ‘lacks a legal basis’ and can expose families to physical danger and prohibitive travel costs. Aass highlighted the case of Afghan citizens who must travel to Islamabad to lodge applications, noting that crossing unstable regions can negate Belgium’s commitment to humane treatment. The Ombudsman’s office has documented years of complaints about long waits, opaque refusals and inconsistent service standards across missions.
![Belgian Ombudsman Presses Government to Modernise ‘Difficult and Dangerous’ Visa Application Process]()
For applicants looking to avoid such pitfalls, outsourcing parts of the process to a specialist service can help. VisaHQ, for example, offers step-by-step guidance, document checking and secure online application support for Belgian visas, dramatically reducing the number of embassy visits most travelers need. Their platform (https://www.visahq.com/belgium/) consolidates requirements, tracks status updates and alerts users to regulation changes—valuable tools while Belgium debates broader digital reforms.
While Belgium created an “Afrin procedure” after a 2023 European Court of Justice ruling—allowing remote submission in exceptional circumstances—the Ombudsman says the fix remains patchy and discretionary. Key recommendations include: 1) embedding remote filing (e-mail or secure portal) as a standard option; 2) introducing video interviews and mobile biometric kits to cut embassy visits; 3) harmonising decision letters to meet EU transparency norms; and 4) reallocating staff to reduce appointment backlogs at high-volume posts. The Ombudsman also proposes a public dashboard showing processing times, to help corporates plan deputations. For multinational companies the timing is critical: Belgium’s labour-migration reforms taking effect this year already make talent acquisition more complex. Streamlined digital intake would lower compliance costs for intra-company transfers and project-based deployments, especially from markets where Belgium lacks a full consular network. HR teams should monitor follow-up consultations, as any pilot projects could open limited digital channels as early as Q3 2026. The Foreign Affairs Ministry said it is “studying the recommendations closely” but warned that rolling out secure biometric capture outside embassy premises will require budget approval. Stakeholders expect a formal action plan before the summer recess; if changes are delayed, advocacy groups may litigate, citing the ECJ precedent that member states must offer ‘feasible alternatives’ when in-person filing is unsafe. Companies should therefore prepare to join industry submissions pressing for predictable transition timelines.
For applicants looking to avoid such pitfalls, outsourcing parts of the process to a specialist service can help. VisaHQ, for example, offers step-by-step guidance, document checking and secure online application support for Belgian visas, dramatically reducing the number of embassy visits most travelers need. Their platform (https://www.visahq.com/belgium/) consolidates requirements, tracks status updates and alerts users to regulation changes—valuable tools while Belgium debates broader digital reforms.
While Belgium created an “Afrin procedure” after a 2023 European Court of Justice ruling—allowing remote submission in exceptional circumstances—the Ombudsman says the fix remains patchy and discretionary. Key recommendations include: 1) embedding remote filing (e-mail or secure portal) as a standard option; 2) introducing video interviews and mobile biometric kits to cut embassy visits; 3) harmonising decision letters to meet EU transparency norms; and 4) reallocating staff to reduce appointment backlogs at high-volume posts. The Ombudsman also proposes a public dashboard showing processing times, to help corporates plan deputations. For multinational companies the timing is critical: Belgium’s labour-migration reforms taking effect this year already make talent acquisition more complex. Streamlined digital intake would lower compliance costs for intra-company transfers and project-based deployments, especially from markets where Belgium lacks a full consular network. HR teams should monitor follow-up consultations, as any pilot projects could open limited digital channels as early as Q3 2026. The Foreign Affairs Ministry said it is “studying the recommendations closely” but warned that rolling out secure biometric capture outside embassy premises will require budget approval. Stakeholders expect a formal action plan before the summer recess; if changes are delayed, advocacy groups may litigate, citing the ECJ precedent that member states must offer ‘feasible alternatives’ when in-person filing is unsafe. Companies should therefore prepare to join industry submissions pressing for predictable transition timelines.
