Moving from Kenya to Belgium, the heart of Europe, is an exciting journey filled with endless adventure and opportunities. Nairobi and Brussels, though continents apart, share vibrant multicultural environments, rich cultural heritage and histories, and dynamic international communities. They both hold significant positions as diplomatic hubs with Nairobi hosting key UN agencies, embassies, and international organizations while Brussels is home to the European Commission, the European Parliament, and NATO headquarters.
Understanding the importance and strategic relations between Belgium and Kenya may help understand diplomatic protocols and the need for residential and commercial relocations between the two nations. Diplomatic missions and international organizations in Brussels provide essential support and networking opportunities for diplomats and expats, facilitating their integration into the local and international community.
Whether you are an experienced diplomat or new to international relocations, moving to Brussels in Belgium requires careful planning and the right logistics support. Here are some more key aspects you need to know;
1. Diplomatic and EU Employee Relocation to Belgium
Specialized international moving companies offer tailored services to meet the unique needs of diplomats, from handling delicate or fragile items such as fine art, managing customs processes, and providing temporary storage solutions. At Nellions, we handle every aspect of your move professionally and efficiently and address logistical and bureaucratic challenges to make it as seamless as possible.
For EU employees, relocation services involve pre-move consultations, packing, shipping, and settling-in services in Brussels.
2. Customs and Documentation Requirement for Moving to Belgium
Moving to Belgium requires strict adherence to specific customs regulations for a smooth and hassle-free relocation. Understanding these requirements is crucial to avoiding costly delays or shipment confiscations by Customs officials.
Before any official relocation duties begin, diplomats must be formally recognized by the Ministry of Foreign Affairs (MoFA), which involves submitting appointment details via your organization or the country’s MoFA. You will be issued with an agreement letter confirming diplomatic status and granting immunities and privileges as per the Vienna Convention on Diplomatic Relations of 1961. This letter is a prerequisite for obtaining a Courtesy Visa and enjoying duty-free importation.
- Courtesy Visa – Diplomats and officials holding diplomatic, official, or service passports must obtain a Courtesy Visa to enter Belgium, free of charge. This requires a valid travel document (minimum of six months), an official letter from your organization or country, a recent passport-size photo, and a scanned copy of your passport’s biodata page.
Applications are processed within 2 to 14 working days, after which an approval email with a link to download the eVisa is sent. Present this eVisa along with your passport at the port of entry.
- National ID and Tax Requirements – A Belgium-issued identification or registration number may be required for shipping personal effects to Brussels. This unique identification facilitates customs clearance, tax waivers, opening local bank accounts, vehicle registration, and utility connections.
- Form PRO-1B – Diplomats must submit Form PRO-1B, processed by the protocol office through the Ministry of Foreign Affairs for duty-free shipping of household goods and personal effects. This document exempts diplomatic goods from physical inspection and ensures duty-free clearance.
Prohibited items such as narcotics, pornographic materials, and explosives remain restricted. Additional documents required include a detailed packing list, valued inventory, Air Waybill (AWB) or Sea Waybill (SWB), identification certificate, and a copy of the passport.
- Bill of Lading
- EU Transfer of Residence declaration (Form 307)
- Valid Belgian residence permit
- Marine insurance certificate
- Proof of overseas residence for 12+ months
- Work permit or employment letter if relocating for work
3. Moving to Belgium with Your Car Duty-Free
Diplomats can import up to two duty-free vehicles, provided they meet specific conditions such as right-hand drive and age restrictions. Required documents include Form PRO-1B, identification number, ex-logbook, commercial invoice (if new), Certificate of Roadworthiness, Bill of Lading (BL) or Air Waybill (AWB), certificate of ownership, and police report from Kenya or Interpol.
Vehicles must be registered with Belgian authorities, requiring diplomatic ID and personal contact information.
4. The Step-by-Step Moving Process
Free Home Survey and Quotation
Our surveyor will visit your home in Nairobi or conduct a virtual walkthrough to calculate the total volume in cubic feet or cubic meters. This will help determine the best shipping method: LCL or groupage consignments for small households and full container loads (FCL) for larger households.
The surveyor also checks for fragile high-value items that require specialized packing materials, access constraints for moving trucks, and generates an itemized quotation detailing freight cost, packing supplies, customs clearance, and destination port fees.
Documentation and Planning
One you approve the quotation; you will be assigned a dedicated move coordinator to handle every aspect of your move. At this stage you will put together essential official documents such as the EU Transfer of Residence Declaration, Bill of Lading, and detailed packing lists.
Your coordinator will help draft-fill EU Transfer of Residence Declaration (Form 307).
Professional Packing
Our trained packing team wraps, boxes, and crates your household goods and personal items using export-grade packing supplies. Every single box, wrapped item, and loose piece is tagged with a numbered sticker corresponding to a comprehensive packing list detailing the contents and condition of the item.
Loading and Transportation
Your consignment will be carefully loaded onto moving trucks and transported to the port of Mombasa under our supervision. Our licensed clearing agents will present the export manifest, a detailed packing list, and tax compliance documentation to the Kenya Revenue Authority (KRA). Finally, after securing the export release, our agents will supervise the physical loading of the container with your shipment into the vessel.
International Transit
Your shipment travels to Antwerp. Sea transit takes 68-80days. You receive your Bill of Lading and tracking details. Air freight takes 8-20 days.
Antwerp is Europe’s second largest port and offers fast clearance while Brussels has a large international community with streamlined import processes for household goods.
Destination’s Customs Clearance
Our destination partner handles all import customs clearance including EU Transfer of Residence Declaration (Form 307) submission, duty assessment (if applicable), and port release, coordinating directly with you on delivery timing.
Delivery to Your New Home
Following customs release, the container is transported directly to your new address in Belgium. The crew unloads the items, places boxes in their designated rooms based on your instructions, reassembles standard furniture pieces, and unwraps large appliances. Full-service packages include unpacking and furniture assembly and placement.
Best Movers to Belgium: Nellions Moving and Relocations Company
Moving to Belgium offers an exciting opportunity to experience a higher quality of life, cultural diversity, and excellent public infrastructure. While the logistics and visa processes may initially seem difficult, thorough preparation and understanding of these aspects can help ease your transition.
Are you planning to relocate to Belgium from Kenya? Retain professional international moving services from Nellions Moving and Relocations Company to simplify your move. The IAM-certified company provides expert packing, customs clearance, and door-to-door shipping. With Nellions as your moving partner, your move to Belgium can be a rewarding and enriching new chapter for you and your family.
Contact us on +254700000002 or email move@nellions.co.ke to get a free moving quote.
Frequently Asked Questions – Moving to Belgium
Sea freight from Mombasa to Antwerp takes 68-80 days. Total door-to-door including packing, export customs clearance, sea transit, destination port clearance, and final delivery is typically 10-13 weeks. Air freight takes 8-20 days flight time.
Key documents include: a detailed packing list, Bill of Lading, EU Transfer of Residence Declaration (Form 307), passport copy, valid Belgium residence or immigration documentation, and a marine insurance certificate.
Nellions prepares all documentation as part of a full-service move.
Yes. Nellions coordinates all destination customs clearance through our established partner network in
Belgium. Our destination agents handle EU Transfer of Residence Declaration (Form 307) submission, import duty assessment, and port-to-home delivery — so you do not need to manage this yourself.
Yes. Nellions arranges vehicle shipping from Kenya to Belgium either via RoRo (Roll-on/Roll-off) vessels or in a container. A separate vehicle quotation is provided. Import duties, registration requirements, and any vehicle modifications required in Belgium will be advised by our destination agent.
