Step-by-Step Guide: How to Acquire a Short Stay Business Schengen Visa when Traveling from India to Belgium?

If you’re an Indian national planning a short trip to Belgium, this guide will help you navigate the C-Visa (Schengen short stay) application process with clarity and ease.

This guide is supported by the following downloadable resources:

• Comprehensive C-Visa Application Guide
• Visa Application Decision Tree
• Document Checklist – Business Travel
• Document Checklist – Non-Business Travel
   

STEP 1: Determine the Purpose of Travel
 

A. Is Belgium your first country of entry into the Schengen Zone? 

1. Yes: Proceed to the next step
2. No: Consider applying for a Schengen visa from the country that is your main entry; otherwise, you run the risk of your application getting rejected.
    

B. Choose your main reason for travel to Belgium:  

• Business: Business Related Travel / Accompanying your employer
• Non-Business: Family visit/Tourism/Education (short-term)

STEP 2: Check Basic Eligibility

Ensure the following conditions are met: 

• Your passport is valid for at least  3 months beyond your return date from the Schengen area
• Your passport has at least 2 blank pages
• You are applying at least 15 days before your travel date (30 days recommended)
• Your application date is within 6 months of your planned departure
• If this is not your first Schengen visa, you must have complied with the terms of your previous visa

STEP 3: Gather Required Documents

There are two types of short-term visas you can request: 

Type 1: Business-Related Visa

Type 2: Family Visit / Tourist / Education Visa 

The required documents to submit vary slightly by purpose. We have made 2 document checklists which can be consulted and downloaded (Business or Non-Business related document checklist), but generally include the following: 

• Travel itinerary:  
  A detailed travel plan with dates, locations, and purpose. 
  Indicate Belgium as: (a) Sole country of visit / (b) First point of entry / (c) Main purpose of travel. 
   
• Accommodation Proof: 
  Hotel reservation(s) or host residential address in Belgium/Schengen.
   
• Travel & Return Tickets: 
  Round-trip flight bookings or reservation proof. 
   
• Travel Medical Insurance: 
  Minimum coverage: €30,000, valid across the entire Schengen area.
   
• Proof of Financial Means:

Option A: 

All of the following items: 

1. Last 3 months' bank statements
2. 3 recent salary slips
3. Financial requirements 45€/day (with host) or 95€/day (hotel stay)
4. Income Tax Return (ITR)

Option B: 

Letter of guarantee from the Belgian Sponsor (Form 3BIS, income documentation. Notarization required.) 

 

• Proof of Employment or Education:

  Employment contract or attestation letter

  For accompanying the employer/family business: proof of company position and responsibility 
   

• Invitation/Supporting Letters (If applicable):

  Travel-purpose = Business: LOI (Letter of Invitation), trade show proof, business communication, or Known Customer Declaration (The KCD is only available as a tender client). 

  Travel- purpose = Family: Invitation letter with proof of relationship

STEP 4: Apply Online & Book an Appointment

• Visit the VFS Belgium Visa Application 
• https://visa.vfsglobal.com/ind/en/bel
• Fill out the online application form 
• Book an appointment at your local VFS center  or  Belgian Consulate
• Pay the visa fee: €90 for adults, €45 for children aged 6-12, €0 for children under 6 years

STEP 5: Attend Appointment (with the following documents):

• Printed application form (signed & dated) 
• Two passport-sized photographs
• All supporting documents

Note: Biometric data (fingerprints) will be collected. All applicants must be present.

STEP 6: Track Your Application (via one of the following ways):

• VFS tracking tools, or
• Belgian Immigration Contact, or
• VFS Helpline: +91 022 – 67 86 60 36

If your application is referred to the Belgian Immigration Office (DVZ):

• You’ll receive an email with a reference number
• Track using: DVZ Visa Tracking

STEP 7: Await Decision

Decisions are sent via email or post. 

• If approved, you may travel during the visa's validity.
• If refused, you'll receive written reasons and instructions for appeal. Do note, your embassy or consulate has no involvement in this matter.

STEP 8: Entry & Stay

• Enter Schengen via Belgium, as stated in your visa
• Respect duration and validity limits: max 90 days within any 180-day period

Optional: Request Visa Extension (in emergencies only) If unable to return due to serious circumstances, notify the Immigration Office before visa expiry to request an extension. In some cases, they can prolong your stay and help you avoid penalties.
 

Most common mistakes when applying for a C-Visa – Short stay:

• Never leave space blank (if nothing to state then write N/A) on your application.
• Ensure that all the required documents are saved digitally before starting the online application.
• If you’re visiting multiple countries in the Schengen area and have more than one host or contact, please list them all on your application.
• Sign & date the form.
• Always indicate place and date: Write the date of completion, regardless of whether it was submitted later.
• Recheck the e-mail address and telephone number you provided. If there is an issue, the embassy or consulate will contact you through these channels; if they are unable to do so, your application may be denied.