Working professional

Permit & documents

• Apply for your work permit or visa immediately if you are a non-EU/EEA citizen - processing can take months
• Confirm your employer is arranging your single permit if you are sponsored
• Check your passport validity, renew if needed
• Gather key documents: 
           - birth certificate
           - marriage or divorce certificate
           - driving licence
           - medical records
           - school records and transcripts
           - professional certifications
           - insurance policies
• Get diplomas and certificates translated into Dutch and apostilled
• Check professional qualification recognition and work permit requirements
• Check if you need an ETIAS travel authorisation
• Apply for any background checks or special permits your move requires
• Check the best time to arrive given current visa processing timelines

Employment

• Confirm your job offer or intra-company transfer details

Financial & tax planning

• Calculate your cost of living
• Research banks and account requirements
• Ensure you meet visa financial requirements
• Check your tax obligations in both countries
• Check your cards work internationally without foreign transaction fees
• Settle any outstanding bills or taxes at home before you leave
• Check how foreign income or remote work arrangements are taxed, if this applies to you

Health insurance

• Arrange health insurance until you register with a health insurance fund
• Complete recommended vaccinations and health checks
• Book a dental and eye checkup before you leave
• Bring enough regular medication and your prescription details

Housing

• Start researching housing
• Ask your employer about relocation support
• Secure temporary accommodation for first weeks

Home country closure

• Decide whether to sell, rent out or end the lease on your current home
• Give notice to your landlord or contact an estate agent
• Check whether your home insurance needs to change if the property is left empty or rented

Moving your belongings

• Sort belongings to keep, sell, store or ship
• Get quotes from international moving companies
• Check appliance compatibility (voltage and plugs) for your new home

Pets, if you have one

• Start the pet import process early
  
   

Orientation

• Compare cities of West Flanders against your workplace
• Learn about Belgium's language regions
• Explore Belgian culture, food and customs
• Prepare for changeable weather
• Check government travel advisories for Belgium

Language & community

• Pick up a few basic Dutch phrases
• Join IHWF's community before you land
• Start networking in your professional field
• Join expat groups for West Flanders on social media

Housing & family

• Consider a short-term rental first
• Plan a house-hunting trip before you move
• Research international schools early if relocating with children

Getting ahead

• Get an international driving permit before you leave

Practical research

• Research local doctors near your new home
• Research storage options if you need them

Civic integration

• Begin preparing for the civic integration process if it applies to you

Travel & logistics

• Confirm your flights and travel arrangements
• Confirm your accommodation for arrival
• Arrange transport at both your departure and arrival airports
• Get some local currency before you arrive
• Download offline maps, translation and local transport apps before you leave
• Pack a "first week" survival kit with essentials
• Pack passport, permit approval, contract and diplomas in your hand luggage

Home country admin

• Notify your bank and card providers
• Update your address with insurance providers, government agencies, utility companies and your employer
• Arrange utility disconnection and final meter readings at home
• Contact your embassy or consulate about registering as a resident abroad
• Arrange mail forwarding
• Cancel or transfer contracts you no longer need

Moving logistics

• Confirm delivery details and dates with your moving company
• Do a final inventory check before the movers take everything

Pets, if you have one

• Confirm your pet's vaccinations and travel documents are current
• Get a veterinarian health clearance for travel
• Pack 1 - 2 months of pet medication
• Arrange childcare or pet care for moving day itself

Preparation

• Save digital copies of your documents in the cloud
• Learn a few practical phrases for your first days
• Look into your new commute
• Keep receipts for your moving expenses, in case they are tax deductible
• Decide whether to keep or cancel your home country phone plan
• Make time to see family and friends before you go

Moving day

• Be present while movers pack, so you can answer questions and supervise
• Keep important documents with you at all times
• Take photos or video of valuable items as they are packed
• Keep copies of your documents separate from the originals

Travel day

• Keep essential medication accessible in your hand luggage
• Declare any items that require a customs declaration
• Have your Belgian contacts and accommodation address accessible while travelling

Registration

• Register at your local municipality (gemeente)

Money & connectivity

• Open a bank account
• Get a Belgian SIM card

Housing

• Sign your rental contract
• Secure your important documents once you are settled in

Safety

• Save the nearest emergency contacts

Travel comfort

• Arrive at the airport early, especially for international flights
• Bring electrical adapters and converters for your electronics
• Pack a change of clothes in your hand luggage, in case of delays

Orientation

• Save the date for IHWF's next welcome evening
• Find your nearest supermarket
• Download useful newcomer apps
• Stock up on basic food and essentials for your first few days

Registration

• Register for social security
• Start the mandatory civic integration process, if it applies to you
• Set up your eID and the itsme app once your card arrives

At work

• Complete your onboarding paperwork
• Understand your salary structure and benefits

Health

• Get an overview of how the Belgian healthcare system works
• Choose a health insurance fund (mutualiteit / mutualité)
• Register with a doctor, dentist and pharmacy

Practical setup

• Convert or apply for a driving licence
• Learn local traffic laws and driving customs
• Research car insurance if you are buying a vehicle
• Register your car if you buy one
• Set up your utilities
• Learn your area's waste separation and collection rules
• Check your payroll and taxes
• Check whether you qualify for special expat tax status

Housing

• Secure long-term accommodation once your temporary arrangements end
• Review your lease and understand your rights as a tenant
• Consider home insurance for your belongings

Family

• Register your children for school and submit their records, if relocating with family
   

Network & language

• Attend a coffee morning or afterwork
• Look for a professional network in your field
• Look for ways to make friends in your new area
• Start Dutch lessons
• Try a few different commute routes

Settling in

• Buy basic household items and groceries to set up your home
• Familiarise yourself with your neighbourhood
• Join a local community centre or library
• Consider household help if you need it

Follow-up
 

• Complete any outstanding permit or registration steps
• Confirm your address everywhere: employer, bank, health insurance fund
   

Building a life here

• Try a local sports club or hobby group
• Keep going with Dutch lessons
• Explore the region on weekends, including day trips across the border to neighbouring countries
• Look out for local events happening near you
• Deepen your professional network
• Stay in regular contact with family and friends back home

Permit & tax

• Track your permit's expiry date and renewal window
• Check your tax filing obligations for your first full year
• Update your address with any institutions you missed earlier
• Keep up with your home country's legal requirements, such as voting or tax filing

Family

• Check family reunification requirements if relocating family later
  
   

Financial check-in

• Review your budget against what you are actually spending
• Keep an eye on exchange rates if you are transferring money home
• Build up your banking history in Belgium
• Check whether your insurance coverage still fits your needs
• Start thinking about long-term savings and pension options

Looking further ahead

• Explore career growth and networking opportunities
• Look into training leave or study credit for professional development
• Think ahead about long-term housing
• Get involved locally: volunteering or a club
• Look into your voting rights as a resident

Taking stock

• Check in on your Dutch language progress
• Reflect on your social connections and support network
• Think about your work/life balance
• Plan cultural trips for the months ahead
• Reflect on how settled home feels