Work permits and visas in Belgium

Belgium is an attractive destination for international business, playing a central role in the European Union as host to the European Parliament and NATO headquarters. Its strong, multilingual workforce and strategic location between France, Germany, and the UK make it a desirable place for employers to hire or relocate talent. However, Belgium’s immigration and work authorization rules are detailed and strictly enforced.

Even short-term assignments require proper paperwork. Employers who violate Belgian labor or immigration laws can face severe penalties, including fines, criminal charges, and orders to halt employment of the affected worker. Understanding Belgium’s immigration requirements is vital for legal compliance and smooth operations.

Brussels, for example, is a center of political activity and international diplomacy, underscoring Belgium’s role as the de facto capital of the EU. As a result, companies with international teams often seek to place employees in Belgium. Belgium’s immigration system treats every worker carefully; even "digital nomads" cannot legally work without proper visas and permits. The following sections explain who needs authorization to work in Belgium and outline the main visa and permit categories. We will also guide you through employer responsibilities, practical steps for hiring or relocating foreign staff, and tips to navigate common challenges in Belgian immigration.

Who Needs a Belgian Visa or Work Permit?

Belgian nationals and citizens of the EU/EFTA/Switzerland have the right to work in Belgium without needing a work permit or visa. As part of the Schengen Area and EU free-movement rules, any citizen of an EU or EFTA (European Free Trade Association) country – or of Switzerland – may enter, reside, and accept employment in Belgium with no special clearance. These workers simply need to register with local city authorities after three months to obtain a Belgian residence card.

All other foreign nationals, known as "third-country nationals" (e.g., citizens of the US, India, China), require a work permit and usually a visa before beginning employment. Generally, any non-EU/EFTA citizen seeking to work in Belgium must obtain authorization in advance. For assignments up to 90 days, certain categories of specialists, such as journalists, researchers, athletes, and performing artists, can enter with a Type C Schengen visa and file a domestic Limosa declaration, but they still need approved work authorization even for short-term work.

If the planned stay exceeds 90 days, virtually all non-EU nationals require both a long-stay Type D visa and a work permit. The employer must apply for the work permit on the employee’s behalf (often now combined as a "Single Permit") and obtain a visa before the foreign employee can lawfully begin working. Even UK citizens, who previously traveled visa-free, must apply for a permit if they will work more than 90 days in Belgium.

In summary, if you are hiring or relocating someone from outside the EU/EEA/Switzerland, you should assume they require Belgian work authorization. Do not allow a new hire to begin working in Belgium until the proper permit and visa are in place.

Overview of Belgian Work Visa and Permit Types

Belgium offers several main permit categories that employers should be familiar with. These authorizations typically combine both work and residence rights. The key types are described below.

Single Permit (Combined Work and Residence Permit) in Belgium

The Single Permit is the standard work authorization for non-EU nationals staying in Belgium over 90 days. Since January 2019, any foreign worker from outside Europe intending to reside and work in Belgium for more than three months must hold a Single Permit. This is a combined permit, meaning applying for it also includes the application for the employee’s residence card.

The Belgian federal Immigration Office and the appropriate regional authority jointly process the Single Permit. By default, a newly issued Single Permit is tied to a specific employer and job (sometimes called limited duration). It is typically granted for up to 3 years and can be renewed if employment continues. Since early 2023, Belgium introduced a "Single Permit (Unlimited Duration)" option, which is valid indefinitely and allows the holder to work for any employer in any salaried position without needing new authorization for job changes.

Employers must apply for the Single Permit on the employee’s behalf, using the one-stop online portal or through the regional employment agency where the worker will be based. The application includes the signed employment contract, proof of qualifications, identity, health insurance, and sometimes a recruitment notice or labor-market test. If approved, the Immigration Office issues the Single Permit document, certifying the foreigner’s right to live and work in Belgium.

EU Blue Card for Belgium

The EU Blue Card is Belgium’s program for highly skilled professionals, based on an EU-wide directive designed to attract workers with advanced qualifications. To qualify in Belgium, the candidate typically needs a higher-education degree (or equivalent professional experience) and a binding job offer or contract of at least one year.

Crucially, the salary offered must meet a high threshold, usually around 150% of Belgium’s average gross annual wage. For example, the current minimum gross annual salary for a Blue Card is roughly €60,998 in Brussels (about €55,181 in Flanders). In practice, this means Blue Cards are primarily for top-tier talent in fields like engineering, IT, or senior management.

If issued, a Blue Card in Belgium is valid for 1 to 3 years, linked to the contract length, and is renewable. It confers the same labor rights and social benefits as Belgian citizens and offers a path to permanent residence after a few years. Notably, Blue Card holders can later switch employers in Belgium without obtaining a new permit after the card has been valid for a certain period. Unlike some other work permits, the Blue Card process in Belgium does not require a labor market test.

Intra-Corporate Transferee (ICT) Permit for Belgium

Belgium has implemented the EU’s Intra-Corporate Transferee (ICT) regime for multinational companies. This permit covers managers, specialists, or trainees transferred to a Belgian branch of their own company (or a related group company) from outside the EU. For transfers to Belgium (direct posting), the employee must have worked for the company abroad for at least 3 of the past 4 years in a managerial, executive, or specialist role.

The Belgian transferee permit is issued for the length of the secondment, up to a maximum of 3 years for executives or specialists and 1 year for trainees. After the permitted period, one can renew once, subject to total duration limits. Importantly, the age and salary thresholds for ICT tend to mirror the Blue Card requirements.

There is also an ICT Mobility route for EU intracompany transferees. If an employee already holds an ICT permit in another EU country, they can come to Belgium for short assignments (up to 90 days) without a new permit. For assignments over 90 days, they must apply for a Belgian Long-Term ICT Mobility permit. In practice, the ICT permit in Belgium is obtained through the same one-stop procedure as other single permits, but under the ICT category.

Short-Term Work Permits in Belgium

For very brief assignments (under 90 days), Belgium issues special short-term permits. The classic example is the old “Work Permit B” for up to 90 days of work for a specific employer. Work Permit B must be applied for by the employer and is valid for one continuous stay of up to three months. It cannot be extended; if the assignment exceeds 90 days, the employer should pursue a Single Permit instead.

In practice, most relocations today use the single-permit process, even for short stints, but some temporary project workers or consultants may still enter under a Work Permit B. There is also a single-permit short-stay scheme: if a foreign employee will stay in Belgium for 90 days or less, the employer can still apply for a single permit with a short-term duration. Any authorized short-stay permit (Type B or short-term single permit) is considered an employment authorization and must be obtained before work starts.

In addition to permits, all employers (or posting employers) must register short-term employees via the Limosa online declaration. Even if a work permit is not required (e.g., for EU citizens or some free-movement professions), a Limosa declaration or its equivalent must be filed for any employee entering Belgium for work.

Special Cases (Posted Workers, Researchers, etc.) in Belgium

Belgium has a few special categories outside the usual permits.

Posted Workers: If a foreign company sends its own employee to Belgium temporarily (e.g., as a subcontractor), the worker is "posted." The foreign employer must declare the posting via Limosa and adhere to Belgian labor conditions, including minimum wages. If a posting exceeds 90 days, the posted worker is treated as a normal employee and requires a Belgian Single Permit.

Researchers and Academics: Belgium has introduced a specific "researcher authorization" for third-country researchers linked to a recognized Belgian research institution. Since March 2023, a non-EU researcher with a hosting agreement at a qualified university or lab can obtain a researcher permit under a streamlined procedure. This permit is essentially a single combined work-and-stay authorization, covering the duration of the project, issued to the research organization.

Seasonal Workers: Belgium issues seasonal work permits for sectors like agriculture and tourism. These typically require the employer to show a labor shortage (except in Wallonia where the test is waived) and the worker must perform recognized seasonal activities. Seasonal permits are limited in duration, typically up to 6–8 months, and are granted along with a Type D visa. Other categories exist, such as a "search year" residence permit for recent non-EU university graduates seeking work.

Employer Sponsorship Process and Responsibilities in Belgium

When sponsoring a foreign worker, the Belgian employer bears much of the burden. First, the employer must be legally established in Belgium or have engaged a local representative. All work permit applications are submitted by the employer (or its proxy); individuals cannot apply on their own.

The primary process is via the Belgian Immigration Office and the regional economic migration department. Employers file the application online through the one-stop portal, which then routes it to the relevant region (Brussels, Flanders, Wallonia, or the German-speaking Community) based on the job location.

Before filing, the employer often must meet a labor market test. For ordinary work permits (e.g., non-Blue-Card, non-ICT), the employer must advertise the job locally and wait a prescribed period to show that no suitable Belgian or EU candidate is available. This Resident Labour Market Test is submitted as part of the application. Exemptions apply for Blue Card and ICT permits, and Wallonia waives it for seasonal jobs. Meeting this requirement is the employer’s responsibility.

The employer must also supply a correct employment contract, typically full-time, with Belgian terms of employment, and ensure the salary meets legal thresholds. The contract must be signed by both parties and adhere to Belgian labor standards. Along with the contract, the employer submits proof of company registration and often an official job description or corporate board resolution authorizing the hire. In many cases, authorities will also require evidence of payment of the application fee.

Once the work permit is granted, the employee must apply for the required visa (if abroad) at a Belgian diplomatic mission. The employer should provide any supporting letter or invitation needed for the consular visa application. After the employee arrives in Belgium, the employer should ensure the worker registers at the local town hall to obtain a residence card and is registered with Belgian social security and tax authorities.

The employer’s administrative responsibilities do not end with the work permit. Belgian labor law is strict: employers must register all employees for social security contributions and withhold payroll taxes from day one. This means registering the company with the National Social Security Office (RSZ/ONSS) and with the Federal Public Service Finance before the employee starts. Employers must also submit regular monthly or quarterly payroll reports and issue annual tax certificates.

Finally, the employer must track permit renewals and expirations. Since work permits are time-limited, employers should monitor end-dates and apply for renewals well in advance (typically 1–2 months before expiry). For Single Permits, renewal applications are made similarly to the initial application. If an employee’s role or salary changes significantly, the employer may need to apply for a new permit or amend the current one. Proactive oversight of these obligations is essential to avoid unintended illegal employment.

Step-by-Step Guide to Hiring or Relocating a Foreign Employee to Belgium

The following summarizes the key steps an employer should follow when bringing a non-EU worker to Belgium:

Determine Eligibility in Belgium

Confirm the employee’s nationality and status. If they are EU/EEA/Swiss, no visa or work permit is needed, though registration with local authorities within 3 months is required. If they are a third-country national, note the planned job duration. If the assignment will exceed 90 days or is renewable, plan for a Single Permit. If it’s a short visit (<90 days), assess if a Work Permit B or short-stay permit is more appropriate.

Selecting the Right Permit Category in Belgium

Based on the role, identify the correct permit type for Belgium. Common choices include a Single Permit for standard employment, an EU Blue Card for high-skill jobs, or an ICT permit for intracompany transfers. Ensure the employee meets any specific criteria, such as Blue Card salary thresholds or ICT transfer history. If unsure, the employer may consult with Belgian immigration specialists.

Conducting the Labour Market Test (if required) in Belgium

For most work-permit cases in Belgium, advertise the position locally and document the search. Some regions require posting the vacancy for at least 3 weeks on official platforms. Keep detailed records (copies of ads, CVs received, reasons for rejection) to demonstrate that no qualified Belgian or EU candidate was available. This documentation must be included in the permit application if the test is mandatory.

Gathering Documentation for Belgium Permits

Collect the necessary paperwork well in advance. Essential documents include a valid passport copy of the employee, a signed employment contract (with start/end dates, salary, job description), the company’s incorporation documents (registration number, certificate of good standing), and copies of the employee’s diplomas or professional credentials (especially for Blue Card or specialists).

Additional documents include proof of medical insurance valid in Belgium, recent passport-style photographs of the employee, and a receipt of any required fee payment. If applicable, the completed Limosa declaration (for posted workers) or any hosting agreements (for researchers) should also be included. Having a complete set of documents minimizes delays. Some regions in Belgium may require certified translations into French or Dutch, so check the regional immigration office requirements.

Submitting the Work Permit Application in Belgium

The employer (or its Belgian legal agent) files the permit application online via the Immigration Office’s portal. This one-stop portal routes the application to both the relevant region and the federal office. Fill out all forms accurately and upload the required documents. The regional employment department will review the “work” component (including any labor market test) and the Immigration Office will review the “residence” component.

Awaiting Decision in Belgium

Processing times for Single Permits in Belgium can vary, but generally expect about 2–3 months for approval. Urgent or highly qualified cases may be slightly faster. During this period, authorities may ask for clarifications, so respond quickly to any requests. Once approved, the employer will receive a permit decision letter.

Applying for the Visa (if employee is abroad) for Belgium

If the employee is outside Belgium, they must take the approval letter to a Belgian consulate to apply for a Type D work visa. The embassy will issue the visa once satisfied with the documents. If the employee is already legally in Belgium under a short-stay visa, they may apply to convert it with the Immigration Office.

Registering and Beginning Employment in Belgium

When the employee arrives in Belgium, register them at the local municipality (commune) to obtain a resident card (carte de séjour). Also, formally register them with RSZ/ONSS and set up payroll withholdings for Belgian taxes and social security. Once the work permit and residence card are in hand, the employee may lawfully begin their job.

Monitoring and Renewing Permits in Belgium

Keep track of expiration dates on visas and permits. File renewals in a timely manner (2–3 months before expiry) to avoid gaps. If the worker changes employers, note that most permits (except the unlimited single permit) will need to be canceled and re-applied by the new employer.

Legal Compliance and Documentation Duties in Belgium

Belgium has strict legal requirements for foreign workers, and employers must ensure compliance on several fronts.

Salary Thresholds in Belgium

Belgium requires that foreign workers be paid at least as much as comparably qualified Belgian workers. For high-skilled categories, specific thresholds apply. For instance, under the “highly qualified” rule, the gross annual salary must be at least 100% of the national average wage (about €53,000 as of 2024). The EU Blue Card imposes an even higher bar, roughly 126–150% of the average wage (e.g., about €60,000+ annually). For more general permits, the salary must meet or exceed the industry collective minimum and often the legal minimum wage (currently about €1,955 per month). When applying for a permit, the employer will need to provide proof of the offered salary.

Labor Market Test in Belgium

As noted, many Belgian work-permit categories require an attested labor market test. This obligation usually falls on the employer. Exceptions include Blue Cards (no test needed) and some seasonal permits in Wallonia (which waive the test). Employers should check the exact regional rules, for example, Flanders may have its own shortlist of shortage occupations that bypass the test. In all cases, be prepared to document recruitment efforts.

Regional Procedures in Belgium

Belgium’s regions (Brussels, Flanders, Wallonia, German-speaking Community) each have some autonomy in processing permits. Employers must submit the application in the region of the employee’s work location. The documentation requirements and timelines can vary slightly by region. For example, Wallonia and Brussels have separate online portals. If in doubt, consult the regional migration website to confirm the latest forms and procedures.

Documentation for Belgium Permits

Keep careful records of everything. Key documents include the employment contract (often required in duplicate), copies of passports and IDs, diplomas/certificates, and any licenses needed for regulated professions (e.g., for lawyers or medical doctors). Also maintain proof of health insurance, payment of fees, and the Limosa declaration if applicable. After arrival, retain proof that the employee registered for social security and that taxes were withheld properly. Authorities may inspect files to ensure compliance.

Tax and Social Security in Belgium

Under Belgian law, any employer hiring an employee (including foreigners) must register for social security contributions and payroll taxes before the first paycheck. This means obtaining an RSZ/ONSS number and setting up payroll accounts. The employer must withhold personal income tax (“précompte professionnel”) from the employee’s salary and remit it monthly. Employers also pay substantial social security contributions (typically ~25% on top of gross salary). Failure to register or remit can lead to large penalties.

Workplace Compliance in Belgium

Remember that even when immigration paperwork is handled, general Belgian labor law still applies. This includes minimum wage rules, working hours, holidays, sick pay, and anti-discrimination laws. All employees, foreign or Belgian, are entitled to the same fundamental rights at work. For example, a foreign software engineer must still be paid at least the legal or sectoral minimum wage for their role and must receive the same benefits as local colleagues.

Adhering to these compliance duties protects both the employee and the employer. It ensures the foreign hire receives their entitled rights (making them more productive and satisfied) and keeps the company out of legal trouble.

Common Challenges in Belgian Immigration and How to Overcome Them

Despite good planning, employers often encounter obstacles in the Belgian visa process. Anticipating these challenges can help you avoid delays.

Lengthy Processing Times in Belgium

Belgian permit applications can take time. A standard Single Permit can easily require 2–3 months from filing to approval. If a visa is needed afterward, that adds several weeks. Plan well in advance—do not count on fast-track processing. Start the procedure at least 3–4 months before the intended start date.

Documentation Hurdles in Belgium

One common snag is incomplete or incorrect paperwork. Authorities will reject or delay applications missing key documents, such as a properly signed contract or proof of qualifications. Avoid this by double-checking regional checklists. Ensure translations are in order if required. In some cases, such as degrees earned abroad, Belgium may ask for formal recognition or a transcript. Working with a local immigration expert or service can help ensure nothing is overlooked.

Language and Bureaucracy Barriers in Belgium

Belgium has three official languages (Dutch, French, and German), which adds complexity. Official correspondence may come in any of these languages, and forms are often bilingual. Employers without local experience can feel lost. Where possible, use English resources or hire a consultant versed in the local language requirements.

Strict Enforcement in Belgium

Belgian authorities are vigilant about illegal work. Unlike some countries, Belgium rarely overlooks situations where a foreigner is found working without a valid permit. Thus, do not assume a local border crossing officer will permit work on a tourist visa; they will not. Even well-meaning new hires might start working on a short-term visa while waiting for paperwork, which is risky and illegal. Emphasize to your employees that they must wait until everything is official before beginning work.

Changing Employers in Belgium

If an employee with a work permit wishes to change jobs in Belgium, the old permit cannot simply be transferred. In most cases, the employee must leave Belgium and have the new employer file a fresh permit application. This interruption can be costly. One way to mitigate this is with the new unlimited-duration single permit: once a worker has that, they can change jobs within Belgium without a new permit.

Salary Adjustments in Belgium

If an employee receives a raise or promotion in Belgium, the work authorization may technically need updating, especially for ICT or highly-skilled categories. Employers sometimes neglect this and later face questions. Ideally, any significant change in salary or position should trigger a notification to the immigration office.

Resident Labour Market Test (RLM) Delays in Belgium

Completing the recruitment process for the RLM test in Belgium can add weeks. For highly specialized roles, employers sometimes struggle to find Belgian candidates. In such cases, document your search meticulously. Keep evidence of job postings, recruitment firm invoices, or other proof. If possible, work with the regional employment agency early to speed up their approval of the test.

To overcome these challenges, many companies engage local expertise. For instance, an Employer of Record (EOR) service can handle many of these tasks on your behalf. Some EOR providers highlight their ability to perform eligibility checks and help with online submissions, significantly reducing the employer’s workload. Whether through an EOR or a dedicated visa team, having someone experienced with Belgian procedures usually speeds up compliance and avoids pitfalls.

Best Practices for Relocating and Onboarding International Employees in Belgium

Successfully hiring a foreign employee involves more than paperwork. Here are some best practices to ensure a smooth transition in Belgium:

Planning Ahead for Belgium Relocation

The value of early planning cannot be overstated. Start the Belgian visa process as soon as the offer is accepted. Build in buffer time before the employee’s start date to account for any delays. Meanwhile, gather all necessary documents immediately.

Using Local Experts in Belgium

Consider working with a specialized immigration consultant or EOR in Belgium. They are knowledgeable about current requirements and can often submit applications faster through the correct channels. They can also alert you to any regional nuances, such as specific procedures in Brussels versus Flanders.

Maintaining Clear Communication for Belgium Processes

Keep the employee informed about each step of the Belgian process. Provide them with templates or examples of documents they must supply, such as how to get their degree apostilled or passport photo standards. Regularly update them on the application status. Miscommunication is a common cause of delays.

Integrating with HR and Payroll in Belgium

Before the employee arrives in Belgium, ensure HR and payroll are ready. Arrange for their tax and social security registration on the first day. Some companies also prepare a welcome package with information on healthcare registration, housing, and local customs to assist with the relocation process.

Respecting Cultural and Language Differences in Belgium

Belgium is multilingual (Dutch, French, German). While workplaces in international firms commonly use English, consider providing key employment documents, such as staff handbooks or safety briefings, in the employee’s preferred language where possible. Assign a local mentor or buddy to help with informal needs, like setting up a bank account.

Setting Realistic Expectations for Belgium Employment

Explain to the employee that certain benefits, such as public health insurance, will only commence after they register in Belgium. Clarify probation periods, working hour rules, and other local labor policies. Managing expectations upfront helps prevent misunderstandings and ensures a smoother adjustment.

Planning Relocation Logistics for Belgium

If relocating from abroad, assist with finding housing, schooling (if applicable), and learning about the local community in Belgium. Some employers offer relocation allowances or temporary housing. The more settled the employee feels, the faster they will become productive in their role.

Monitoring Ongoing Compliance in Belgium

Even after hire, ensure continuous compliance. Keep copies of the residence card on file, and set calendar reminders for renewal deadlines. Update contracts or wage records if anything changes. Staying proactive prevents compliance issues down the line.

Conclusion

Hiring or relocating employees to Belgium can significantly benefit any business, but it requires careful attention to legal compliance. Belgian immigration procedures involve multiple steps—from choosing the right permit and conducting labor market tests to submitting the application and managing post-arrival registrations. Non-EU workers must obtain the correct work authorization (Single Permit, EU Blue Card, ICT permit, etc.) before they begin work, and employers must fulfill obligations on taxes, social security, and working conditions as if these were local hires.

Compliance should never be an afterthought. Employers who fail to secure the proper visas not only risk fines and reputational damage but also disrupt their operations and talent deployment. By understanding the rules, planning early, and ensuring all documentation is in order, companies can avoid pitfalls. In short, proactive immigration planning is crucial.

For companies that need expert assistance, Rivermate offers specialized visa and permit support tailored to Belgian regulations. Their services can help navigate the complex process, from eligibility assessment to application filing, ensuring your foreign hires are fully compliant and ready to contribute to your team in Belgium. Contact Rivermate today to streamline your Belgian hiring and relocation process and ensure your team has the right work permits in place.