Travel document for non-Belgians

What is it?

A travel document allows you to travel abroad and return to Belgium. Non-Belgians generally apply for a travel document at their own consulate, but certain non-Belgians can do so through a Belgian municipality.

There are regular, urgent, and super-urgent procedures for travel document applications. Only recognized refugees and stateless persons can request a super-urgent procedure.

In some cases, a second travel document may be issued.

What are the conditions?

If you meet one of the following categories and are registered in Ghent, you may apply for a travel document at the Civil Affairs Department:

• Recognized refugee
• Subsidiary protection status holder
• Recognized stateless person
• Non-Belgian with unlimited residence who cannot obtain a passport from their home country

If you are not a recognized refugee or stateless person, additional conditions apply for applying at the Civil Affairs Department.

How much does it cost?

If under 18

• Standard procedure: 41 euro
• Urgent procedure: 210 euro
• Super-urgent procedure: 270 euro

If over 18

• Standard procedure: 84 euro
• Urgent procedure: 253 euro
• Super-urgent procedure: 313 euro

What do I need?

For a new travel document

• Your residence card
• Your previous travel document (if still valid for less than 10 years)
  • In case of loss: a police report or loss certificate is not required
  • In case of theft: a police report is required
• If under 18, a parent or guardian must attend to sign the application form

For a second travel document 

In addition to your residence card:

• A signed statement explaining why you need a second travel document
• Your current travel document

You will need to bring your own passport photo if:

• Your child is younger than 3 years old.
• Your child is older than 3 years old but cannot sit independently.
• You are going to Sint-Kruis-Winkel. There is no photo equipment available at that service centre.

What are the steps?

Apply in person

You must make an appointment at the City Office or service centres. 

Children must be present for their applications, and those aged 12 and older must sign the application.

If you have a Belgian mobile number, you will receive an SMS notification when your travel document is ready for collection. If you do not have a Belgian mobile number or email address, you will be informed of the available pickup date during your application.

Collecting your travel document

You can collect your travel document at the Civil Affairs collection desk in the City Office or at the service centers in Gentbrugge, Nieuw-Gent, Sint-Amandsberg, and Wondelgem without an appointment. At other service centers, you will need to make an appointment.

Please collect your travel document at the location where you applied for it.

If you applied for an urgent travel document, it must be collected at the Civil Affairs collection desk in the City Office.

You must collect your travel document in person (except for minor children, where one parent can collect it). If you are unable to collect it personally, complete an authorization form (Dutch) and provide it to the person collecting on your behalf. Parents do not need authorization to collect travel documents

Collection times

You can collect your travel document as early as the day you receive the SMS notification or the date listed on your receipt, and no later than three months after applying. If not collected within three months, it will be destroyed.

Collect your document at the City Office Collection Desk

• Standard procedure takes 6-9 working days
• Urgent procedure takes 1-2 working days

Collect your document at the service centres

• Standard procedure takes 8-14 working days
• Urgent procedure takes 1-2 working days. Note: when choosing urgent procedure you need to collect the document at the City Office Collection Desk, even if you applied for it at a service centre.

If you are a recognized refugee or stateless person, you may apply for the super-urgent procedure and will need to collect it from the Federal Public Service Foreign Affairs in Brussels.

• Application at Civil Affairs before 2.30 PM: available for pickup 4.5 hours later in Brussels
• Application at Civil Affairs after 2.30 PM: available for pickup the next working day in Brussels

How long is your travel document valid?

A travel document is valid for 2 years for both adults and children.

You do not need to collect your travel document in person. However, the person collecting it must bring the receipt.