Belgium is finalizing reforms to the work permit application process for foreign professionals and transitioning the submission of applications to a digital platform. The new rules will take effect as early as spring 2026, and certain regions of the country will be given their own transition periods. Learn more about the new requirements for employers, the transition period in Wallonia, and how to prepare to use the government portal

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European countries are gradually moving away from paper-based procedures and email in immigration processes in favor of fully digital services. Belgium is joining this trend and preparing a major change for employers who hire foreign specialists on a short-term basis.

What exactly will change starting in May 2026, who will have to work exclusively through the government portal, and what regional specifics should be considered in advance—we’ll cover all of this below.

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The essence of the reform: work permit applications are moving to a digital format

Belgian authorities have decided to centralize the application process for short-term work permits and permits for traveling salespeople. Starting May 1, 2026, employers and their authorized representatives are required to use the official government online platform. The traditional method of submitting documents via email will no longer be considered valid, with the exception of one region under a temporary grace period.

The change will affect all employers planning to bring workers from countries outside the European Union to Belgium for short-term assignments. The government justifies the transition by the need to reduce the number of lost letters, speed up document processing, and make the status of the application transparent for both parties—the authorities and the employer. An additional advantage of the digital format is expected to be the standardization of processing times.

Where to look for work in Europe in 2026 — read more at the link.

Who needs a short-term work permit in Belgium

A short-term work permit is intended for foreign specialists from non-EU countries who need to come to Belgium to perform time-limited work tasks. The validity of such a document usually does not exceed 90 days, and the permit itself is sponsored by the host Belgian company. A full-fledged long-term work visa is not issued in such cases, which simplifies the process of hiring specialists for one-off projects.

The scope of this permit is quite broad. It is issued for participation in business meetings, implementation of specific projects, performing maintenance or repair of equipment, as well as for professional training. A separate category is the permit for traveling employees, i.e., those who regularly cross the border for work purposes. After May 1, 2026, both types of documents will be issued exclusively in electronic form.

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Belgium’s Social Security Portal: A New Tool for Employers

Applications will be submitted through Belgium’s Social Security Portal—a government digital infrastructure that already handles some administrative procedures.

This is where employers will need to create accounts, upload documents, and check the status of their requests. This format is intended to speed up communication between companies and regional authorities, as the entire history of interactions will be stored in a single interface.

The system will also allow for faster identification of incomplete document packages. Previously, an employer could send a letter with a missing file and receive a response only after several weeks. In a digital environment, empty fields and missing attachments are immediately visible, which reduces the number of follow-up requests. For public servants, automation means more accurate tracking of applications and a reduced risk of errors when transferring data from emails to internal systems.

Which European countries will have the highest minimum wage in 2026 — we covered this in a previous article.

Transition period in Wallonia: submission via email until August 31, 2026

The Wallonia region has been granted an exception to the general rule. Employers submitting documents through Walloon authorities may continue to use email during the transition period. This option will remain in effect through August 31, 2026, after which the online-only format will also become mandatory for Walloon applicants.

The existence of a transition period is linked to regional differences in the administration of labor migration in Belgium. Each of the country’s three regions has a certain degree of autonomy regarding the issuance of work permits. Employers in Wallonia should use the additional four months wisely: test the digital platform alongside email, train HR specialists to work with the new interface, and prepare all necessary accounts. Once the transition period ends, there will be no going back to the previous method of submitting documents.

Flanders and Brussels: Full transition to online processing starting May 1, 2026

Employers planning to apply for short-term work permits through the authorities in Flanders or the Brussels Capital Region should prepare for a stricter scenario. At the time the reform decision was made, the regional authorities of these territories did not confirm the introduction of a transition period similar to Wallonia’s. This means that starting May 1, 2026, email as a channel for submitting documents may cease to function entirely for these two regions.

This situation creates an additional burden for companies in Flanders and Brussels, as there is less time to adapt. HR departments at these employers should study the requirements for accounts on the government portal in advance, clarify the authorization procedure for authorized representatives, and test the upload of documents. Delays in preparation could lead to missed deadlines for inviting foreign specialists, which is particularly critical for short-term projects with tight schedules.

What specialists will Europe need in 2026? — we explain in this article.

How employers can prepare for the new rules on issuing work permits

The first step is to ensure you have valid digital credentials to access the government platform. This involves corporate accounts that allow logging in on behalf of the company, as well as delegating rights to authorized individuals, such as external consultants or lawyers handling immigration matters. The process of creating and verifying such accounts can take several weeks, so it’s best not to wait until the last minute.

The second step is to review the internal processes of the HR and legal departments. Document templates, checklists for collecting supporting files, and internal regulations governing interaction between departments were often designed for submitting a package in a single submission. Now these processes need to be adapted for the step-by-step upload of materials via the web interface. Separately, attention should be paid to the issue of storing proof of application submission: in a digital system, such evidence will be generated automatically, but it should be recorded in the company’s internal databases for future audits and inspections.

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Reminder! Hourly wages vary unevenly across EU countries—in some states, salaries are rising rapidly, while in others they remain almost unchanged. Where in Europe do workers earn the most and which countries show the fastest growth—find out by following the link.

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