Belgium Business Visa Checklist from India: A Complete Guide


Applying for a Belgium business visa checklist from India is essential for Indian professionals and entrepreneurs planning to visit Belgium for short-term business activities. This type of visa allows entry into Belgium for up to 90 days within a 180-day period and is part of the Schengen visa category. Preparing the right documents in advance ensures a smooth and hassle-free application process.

Purpose of the Belgium Business Visa

A Belgium business visa is suitable for Indian citizens who intend to travel to Belgium for:

  • Business meetings

  • Conferences and seminars

  • Trade fairs and exhibitions

  • Contract negotiations

  • Corporate training or partnership discussions

This visa does not permit employment or long-term work in Belgium.

Where to Apply for the Visa

Applicants in India must submit their visa application through VFS Global centers authorized by the Embassy of Belgium. An appointment is mandatory, and biometric data will be collected at the center.

Belgium Business Visa Checklist from India

Here’s a detailed checklist of documents required for a Belgium business visa:

1. Visa Application Form

  • Duly filled and signed Schengen visa application form

  • Available online or at the VFS center

2. Passport

  • Valid for at least three months beyond the planned stay

  • At least two blank pages

  • Include copies of previous visas (if any)

3. Photographs

  • Two recent passport-sized photos

  • 35mm x 45mm size, white background, matte finish

  • Must follow Schengen photo specifications

4. Cover Letter

  • Addressed to the Embassy of Belgium

  • Explain the purpose of the visit, duration of stay, and details of the inviter

5. Invitation Letter from Belgian Company

  • Must include full name and address of the inviting company

  • Purpose of invitation, itinerary, and contact person’s details

  • Should mention who will bear the cost of the trip (if applicable)

6. Proof of Employment

  • Letter from Indian employer with job title, approval of leave, and company’s consent for travel

  • No Objection Certificate (NOC)

7. Company Documents (India)

  • Business registration certificate

  • GST certificate or trade license

  • Company profile or business card (if available)

8. Travel Itinerary

  • Round-trip flight reservation

  • No need to purchase the ticket before visa approval

9. Hotel Reservation or Accommodation Proof

  • Confirmed hotel booking

  • Alternatively, invitation letter can include accommodation details

10. Travel Insurance

  • Must be valid for the entire Schengen area

  • Minimum coverage of €30,000

  • Must cover medical emergencies and repatriation

11. Proof of Financial Means

  • Last 3 to 6 months of bank statements (signed and stamped)

  • Income Tax Returns (ITR) or Form 16

  • Credit card statements or pay slips may also be provided

12. Visa Fees

  • Schengen short-stay visa fee: €80

  • Payable in INR at the time of application

  • VFS service charges are additional

Optional Supporting Documents

  • Business card or proof of professional identity

  • Conference/event invitation and registration (if attending a seminar or expo)

  • Proof of previous international travel (if applying for multiple entry)

Processing Time

  • Standard processing time: 15 working days

  • Applicants are advised to apply at least 3–4 weeks in advance

  • During peak travel seasons, processing may take longer

Important Tips for Applicants

  • Ensure all documents are current and consistent

  • Do not submit fake or misleading documents

  • All documents in regional languages must be translated into English or French

  • Carry original documents during the VFS appointment and interview (if scheduled)

Validity and Conditions

  • The business visa is usually valid for up to 90 days

  • Multiple-entry may be granted if justified by frequent business travel

  • Overstaying the visa duration can lead to penalties or future visa denial

Conclusion

Preparing the Belgium business visa checklist from India is a crucial step for anyone intending to travel for corporate, trade, or business purposes. Having a complete set of accurate documents not only ensures a higher chance of approval but also avoids delays in processing. For expert guidance and end-to-end support in your Belgium visa application, connect with BTW Visa Services.

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