Renewal of residence permit

How to apply for renewal of your residence permit at the Leuven Stadskantoor (City Office).

Action steps

If you hold a B, C, D, E/E+ or F/F+ card, requesting renewal is a two-step process:

  1. The Stadskantoor will invite you by post to make an appointment to renew your residence permit. The letter specifies which documents you need to bring in order to request renewal. Make an appointment for application of renewal, either online or by phone. If your file is complete, you can apply for your residence permit.
  2. About two-three weeks after the application, you will receive the PIN codes of your electronic card by post.  Subsequently, you may collect it at the Stadskantoor (A-counter), without having to make an appointment. 

If you hold an A-card, requesting renewal is a three-step process:

  1. You need to provide documents to request the renewal, which differ according to your residence status in Belgium.
    1. If this is not your first renewal, you have previously received instructions from the federal Immigration Office, which specify the documents required for further renewal.
    2. If this is the first time you apply for renewal of your residence permit, your residence status in Belgium determines which documents need to be provided.  A general outline is:
      1. You are working in Belgium on the basis of a host agreement or work permit: submit a new host agreement or work permit.
      2. You are studying in Belgium: submit a new registration of your educational institution, proof of sufficient financial means and a transcript of your exam results.
      3. You are in Belgium because you joined a family member in family reunification: the residence permit of the reference person (i.e. your family member) must have been renewed. Furthermore, you need to present proof of stable financial means of the reference person, a registered lease contract or property deed, health insurance coverage for your entire family, OCMW attestations of yourself and the reference person, and an excerpt of your criminal record.
    3. Make an appointment for application of renewal, either online or by phone.  All documents required to request renewal of your residence permit are to be handed in at the same time. The Stadskantoor will forward the documents to the Immigration Office, which will make a decision and dispatch the necessary instructions.
  2. Upon receiving the instructions concerning your renewal, the Stadskantoor will invite you by post to apply for your new permit.  The invitation states which documents you need to submit. Make an appointment for application of a residence permit, either online or by phone.
  3. About two-three weeks after the application, you will receive the PIN codes of your electronic card by post.  Subsequently, you may collect it at the Stadskantoor (A-counter), without having to make an appointment.  

If you hold an H-card (European Blue Card):

  1. A specific procedure applies.

Attention points

  • If you are holder of an A-card, you are not reminded by the Stadskantoor that your residence permit is about to expire.  You are expected to present yourself, preferably 45–30 days before the expiry date of your permit.  
  • If you are holder of a B, C, D, E/E+ or F/F+ which is about to expire and you did not receive any invitation letter from the Stadskantoor, it is incumbent upon you to make an appointment for the renewal of your residence permit.
  • If you require your residence card urgently once your renewal has been approved, you have the option of paying a higher fee upon application, so that you will receive it after maximum three working days.
  • Documents required for renewal may differ in each individual case. All above-mentioned information is only to be used as a guideline.
  • Your children under the age of 18 who have joined you in family reunification must also renew their residence status in Belgium.  

Supplier, channels and tools

  • Stadskantoor (City Office)
    • appointment by phone: 016 27 28 29 (also in English)
    • opening hours A-counter: Mon & Thu 9h00 -20h00, Wed 9h00-16h30, Tue & Fri 9h00-12h30
    • address: Professor Roger Van Overstraetenplein 1, 3000 Leuven  (next to the train station)
  • OCMW (municipal social services department) (not in English)

Audience

All non-Belgian inhabitants of Leuven who already have a residence permit, which will expire within 45-30 days.  Non-Belgians who do not or no longer reside in Leuven must request renewal of their residence permit in the town or city hall of their municipality.

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