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When relocating international employees to Belgium, one of the most important administrative steps is registering at the local commune (town hall). This process is essential for anyone staying in Belgium for more than three months and is required to obtain a Belgian residence card.
At Relocation Belgium, we guide your employees through every step of this process, ensuring compliance and peace of mind. Here’s how it works:
Step 1: Registration at the townhall
The first step is registering at the commune of residence. Depending on the municipality, this can be done digitally or in person. We coordinate with the local authorities and, if needed, accompany your employee to the appointment.
Non-EU employees (except Blue Card holders) must collect an “Annex 49” document before starting work.
We ensure all necessary documents are prepared and submitted correctly.
Step 2: Police verification
After registration, a local police officer will visit the employee’s home to verify they are living at the stated address. These visits are unannounced and typically occur after 6 PM or on Saturdays.
If the resident is not home, they will return another time or leave a note in the mailbox.
We monitor the process and follow up if the visit is delayed.
Step 3: Requesting the residence card
Once the police verification is complete, the employee can apply for their Belgian residence card. They must bring original documents, including:
For all applicants:
- Valid passport
- Passport-sized photos (international specifications)
- €20–€30 per person (varies by commune)
Additional documents:
- Non-EU employees: Visa D and single permit/host agreement. To acquire this, you can reach out to Relocation Belgium Immigration services for support and advice.
- Partners: Marriage certificate (officially translated and legislation, not older than 6 months)
- Children: Birth certificate (officially translated and legalisation, not older than 6 months)
We provide detailed guidance on translation and apostille requirements based on the country of origin.
Step 4: Receiving the residence card
Two to three weeks after applying, the employee will receive an envelope by mail containing two codes. These codes are used to collect the residence card from the commune.
We ensure your employee understands the process and timelines, and we’re available for support at every stage.
Why this matters for HR
Proper registration is not just a legal requirement; it’s the foundation for accessing healthcare, opening a bank account, and integrating into Belgian society. By partnering with Relocation Belgium, you ensure your employees are supported, compliant, and ready to thrive in their new environment.
Read more about our full package relocation support.
