Registration at the Town Hall (Deadline: 8 Days)
In Belgium, it is mandatory by law to register your presence at the local town hall (Commune in French / Gemeente in Dutch) to which your address belongs, within 8 days of arrival.
Procedure for Students from the European Union (EU)
Appointment and Required Documents
- Where to schedule: Online, on the website of your town hall, in the "EU student registration" section.
- Documents required for the first visit:
- National ID card or European passport (original).
- Signed rental contract (KOT / apartment).
- Official proof of enrollment from the Belgian university (Attention: the initial acceptance letter is not sufficient, you must be fully enrolled).
- European Health Insurance Card (EHIC).
- Proof of sufficient financial resources.
Police Check & Final Document
- Home Check: Within 2-3 weeks of the visit, a neighborhood police officer (Agent de quartier / Wijkinspecteur) will come unannounced to your address to verify that you physically live there.
- What you receive: After a positive police report, you return to the town hall to receive your Belgian national number and the temporary residence document called Annex 19. Afterwards, you will receive the electronic residence card E-Card.
Useful Tips
- HubStudentsEurope Pro Tip (Name on the Box): Put your name on the mailbox the first day you move in! If the police officer comes and doesn't find your name, they will mark the check as "failed" and the residency process will start over.
- Bureaucratic Tip: Some city halls in big cities (like Brussels or Antwerp) are extremely busy. We recommend that students book their appointment online at the city hall right before they leave their country, choosing a date during their first week in Belgium.
Procedure for Non-EU (International) Students
Appointment and Required Documents
- Where to schedule: Online, on the town hall website, in the "Non-EU citizen - Student registration" section.
- Required documents for the first visit:
- Valid national passport containing the Long-stay Visa (Visa D) stamped.
- Legalized rental agreement.
- University registration certificate (standardized form).
- Proof of financial solvency (e.g. blocked university account document or approved Annex 32/Sponsorship).
- Proof of valid health insurance in Belgium. HubStudentsEurope recommendation: compare and buy health insurance with HelloSafe
Police Check & Salvator Document (Annex 15)
- Home Check: The police check is much stricter for non-EU citizens; they will also check whether your name is on the intercom and mailbox.
- What you get: Since the residence permit processing takes time, the city hall will issue you with an extremely important temporary residence document called Annex 15. This gives you the legal right to stay in Belgium while you wait for the official card to be issued.
- Final document: After final approval from the Immigration Office, you will receive the electronic residence permit type A-Card, usually valid until October 31 of the current academic year, with the obligation to renew annually.
Useful Tips
- HubStudentsEurope Pro Tip (Name on the Box): Put your name on the mailbox the first day you move in! If the police officer comes and doesn't find your name, they will mark the check as "failed" and the residency process will start over.
- Bureaucratic Tip: Some city halls in big cities (like Brussels or Antwerp) are extremely busy. We recommend that students book their appointment online at the city hall right before they leave their country, choosing a date during their first week in Belgium.
Registration at the town hall
In Belgium requires presentation within 8 days to the local authorities, the process being structured for EU citizens (who require a complete file on the first visit) and non-EU citizens (requires a D Visa), according to the Federal Immigration Office (IBZ) and regulations regarding changes in residency applications.
How does the student find the appointment link? (Universal for any city)
- Each student must register strictly at the town hall to which their address belongs.
- How to schedule in your city: Check the postal code of your address in Belgium.
- Search on Google: Name of your city town hall student registration (Examples: "Gent town hall student registration", "Liège commune inscription etudiant"). The first result will be the official website of your town hall, where you can book your interview date and time online.
