“Passport service” for Ukrainians in Belgium: how the new service in Kortrijk will work

For Ukrainians living abroad, access to passport services has long become part of everyday needs, because the ability to confirm one’s identity in a timely manner, to obtain legal residence, to submit applications to local institutions, or to resolve domestic and legal issues without unnecessary delays depends on valid documents. Therefore, the expansion of the network of services outside Ukraine is of great importance, especially for those who live far from large consular centers and need a clear mechanism for obtaining documents at their place of residence. In this regard, the state enterprise “Dokument” announced the start of work of a new separate unit in the city of Kortrijk in the Kingdom of Belgium.

“Passport Service” in the city of Kortrijk in Belgium

As reported by the State Migration Service of Ukraine, the branch was launched on March 23, 2026 in a test mode, and the opening was made possible with the support of the Ministry of Internal Affairs of Ukraine and the State Migration Service.

To provide services in Kortrijk, mobile software and hardware complexes were used, which are located at Kloosterstraat 9 – 8510 Marke, Kortrijk. Citizens were received in specially equipped white minibuses with the “Passport Service” logo, so we are talking about a stationary presence in a location understandable to visitors, where you can submit documents within the specified list of services.

Since the launch is taking place in a test mode, the procedure at the initial stage has certain features, primarily related to the appointment. You can submit an application form only after preliminary registration in the electronic queue on the official website of the state enterprise “Dokument”, so you will not be able to apply without an appointment on site.

How visitors were organized

At the initial stage of work, the key condition for applying was a preliminary appointment, since it is through the electronic queue that all applicants who plan to apply or exchange documents will be distributed. This approach makes it possible to streamline the load on the new location, check the technical readiness of the service and avoid situations in which people arrive without a confirmed appointment time and cannot submit documents on the same day.

Given the test mode, Ukrainians in Belgium should check in advance the availability of free slots and the current operating conditions of the branch, because at the beginning of the launch the schedule, volume of admission and technical details may be specified. The company advises to track current information about services, registration and work of the unit on its official website.

What services are available in Kortrijk

After the opening of the new unit, Ukrainians in Kortrijk can use several basic passport services, which are among the most popular among citizens abroad. First of all, the available registration and exchange of a passport of a citizen of Ukraine in the form of an ID card, which is important for those who have reached the appropriate age, change the document due to its expiration date or need to update it for other reasons.

In addition, the branch can register or exchange a passport of a citizen of Ukraine for travel abroad, including in cases where the document has been lost or stolen. For many people who stay in Belgium for a long time, this service is of primary importance, since a foreign passport is often needed to confirm identity, cross borders and resolve procedural issues in the country of residence.

Separately, there is a provision for exchanging a 1994 passport-booklet for a modern ID card if a person wants to switch to a new document format or if the existing passport has become unusable. This option is important for those citizens who still use the old model and seek to organize their documents in accordance with the current registration system.

Another available service is the simultaneous registration of a passport of a citizen of Ukraine in the form of an ID card and a passport for traveling abroad. This option is convenient for those applicants who want to resolve several documentary issues in one application and not waste time on separate trips and re-submission.

Why opening a unit is important for Ukrainians in Belgium

Since consular and documentary services abroad are often accompanied by queues, trips to other cities and difficulties in finding a free appointment, the appearance of a new service point in Kortrijk can reduce the load on the existing channels for submitting documents. For Ukrainians living in Belgium, this location creates an additional opportunity to obtain the necessary documents closer to their place of residence, without having to focus only on large administrative centers.

At the same time, it is important to consider that the test mode involves a gradual adjustment of work, so the first weeks of operation usually become a period of testing technical processes, reception logistics and staff workload. Because of this, visitors should carefully monitor official notifications in order to have accurate information about available windows for registration and changes in the service procedure.

Where to check for updates and where to seek advice

For those planning to use the services of the new unit, the main source of verified information remains the official website of the State Enterprise “Dokument”, where you can find out about the current registration procedure, available services and the current operating mode of the branch in Kortrijk. Preliminary registration in the electronic queue is carried out through the same resource, without which applicants are not accepted at the initial stage.

In addition to the website, free advice on the procedure for applying for documents can be obtained on the official pages of the Citizen Service Center on social networks. Such a communication channel can be useful for those who want to clarify the details before making an appointment, check the list of services or clarify organizational issues before the visit.

What to consider before submitting documents

Since the reception is by appointment and within the framework of a test run, applicants should check in advance what service they need, whether the selected entry corresponds to the purpose of the application and whether the branch’s operating procedure has changed since the publication of the initial announcement. Such attentiveness will help avoid situations in which a person arrives at the location with the wrong type of entry or without understanding what documents need to be prepared.

From a practical point of view, the opening of a branch in Kortrijk means expanding access to passport services for Ukrainians in Belgium, however, the effectiveness of this service for each visitor will depend on compliance with the specified procedure. Therefore, before visiting, it is important to focus only on official sources, check the entry in the electronic queue and follow current updates regarding the operation of the new location.

Thus, the launch of the “Passport Service” in Kortrijk has opened a new access point for Ukrainians in Belgium to basic passport services, including registration and exchange of an ID card, registration and exchange of a foreign passport, replacement of a passport-booklet with a modern document and simultaneous registration of two passports. The branch has started its work in test mode, so citizens are accepted only by prior appointment through the electronic queue on the official website of the State Enterprise “Dokument”.

For Ukrainians who need to update their documents abroad, the appearance of such a unit simplifies access to services within Belgium and provides an additional route for resolving passport issues. All organizational details, including registration, a list of services and changes in the work of the branch, should be checked only through the official channels of the enterprise.