Required Documents for Belgian Scholarships
Document preparation is where Belgian scholarship applications get complicated. Each programme has its own requirements, and the standards for certification, translation, and legalization are strict. Getting even one document wrong can tank an otherwise strong application. This page covers exactly what you need for each programme and how to get it right.
The three main programmes — ARES, VLIR-UOS, and Master Mind — each have overlapping but distinct document lists. Below you'll find the specific checklist for each one, followed by the certification, translation, and legalization details that trip up most applicants.
ARES Document Checklist
Academic and/or professional references who can speak to your development work. These should come from people who know your work well enough to write something specific — generic "this person is hardworking" letters don't carry weight with ARES reviewers.
Must state "a true copy of the original" with the stamp and signature of a competent authority — a notary, town hall, or similar official body. Plain photocopies will be rejected, even if they look perfectly legible. The certification is the point.
For all years of study, not just the final year. If you did a four-year bachelor's degree, ARES wants transcripts from year one through year four. Missing a single year can delay or derail your application.
Employment certificates, contracts, pay slips — continuous documentation showing your professional trajectory. ARES targets working professionals in developing countries, so they want to see that you've been actively engaged, not just studying continuously. Gaps need to be explained.
Must be valid at time of application. If your passport expires before the programme starts, get it renewed first. ARES uses your nationality to verify you're from an eligible partner country.
Required for certain programmes, particularly those with a research component. Check the admission conditions for your specific chosen programme on the ARES website. Not every programme asks for this, but those that do consider it a deal-breaker if it's missing.
While no specific test is mandated, any certificates you have (DELF, DALF, TCF) will strengthen your application. If your previous education was conducted in French, a certificate from your university stating this works. ARES programmes are taught in French, so you need to demonstrate you can follow along.
VLIR-UOS Document Checklist
Certified copies of all degree certificates and transcripts. Depending on your country, these may also need legalization — check the specific requirements for your nationality on the VLIR-UOS portal.
TOEFL, IELTS, or equivalent accepted. Specific minimum scores are set by each ICP programme, not by VLIR-UOS centrally. Some programmes want IELTS 6.5, others want 7.0. Check the programme page. Scores older than two years are usually not accepted.
A clear scan of the bio-data page. Make sure the passport won't expire during the programme period.
Some universities — KU Leuven in particular — require a specific reference letter format. Don't assume your existing letters will work across all programmes. Download the template from the university's ICP page if one is provided.
Focused on professional experience and development work, not a generic resume. VLIR-UOS reviewers want to see what you've done in your field, not a list of every job you've ever held. Keep it to 2–3 pages maximum and lead with your most relevant experience.
This is your most important document. It must address your background, professional experience, career objectives, and the connection between the programme and sustainable development in your country. Don't treat this like a cover letter. It's more like a project proposal for your own career. See the detailed guidance below.
Some universities require this specific form as part of the scholarship application (separate from the programme admission). Check whether your chosen ICP programme uses ICP Connect or has its own application system.
Each host university can add its own requirements on top of the VLIR-UOS baseline. Some ask for a research proposal, others want a portfolio, and some have supplementary forms. Always check the specific ICP programme page at the host university.
Master Mind Document Checklist
This is the minimum threshold — not a recommendation. If your GPA is below 3.5, your application won't be competitive regardless of everything else. See the GPA conversion section below if your country uses a different grading system.
Scores must not be older than 3 years at the time of application. Master Mind is stricter on language scores than VLIR-UOS — they're looking for students who can handle a fully English-language academic environment from day one.
Unlike ARES and VLIR-UOS, Master Mind's motivation letter doesn't need to focus on development impact. It should emphasize academic excellence, research potential, and why this specific Flemish university is the right fit for your academic goals.
Academic recommendations carry more weight here than professional ones. Master Mind is a merit-based scholarship, so your recommenders should speak to your academic ability, research aptitude, and intellectual potential.
Clear scan of the bio-data page. Unlike ARES and VLIR-UOS, Master Mind is open to students from any country, so this is used for identity verification rather than nationality-based eligibility.
You typically need to be admitted (or at least apply) to a Flemish university before or alongside your Master Mind scholarship application. The admission process is handled by the university directly through Study in Flanders.
How to Get Documents Properly Certified
This is where most applicants lose time. Belgian scholarship programmes are particular about how documents are authenticated, and the terminology is confusing. Three different terms get thrown around, and they don't mean the same thing.
Certified Copy
A photocopy with an official stamp stating "true copy of the original" issued by a notary, town hall, or other competent authority. This is the baseline requirement for all three programmes.
Legalization
Authentication by the Ministry of Foreign Affairs in your country, followed by the Belgian embassy or consulate. Required for countries not part of the Hague Apostille Convention. This is a multi-step process.
Apostille
A simplified form of legalization for countries that are part of the Hague Convention. One stamp from the designated authority in your country replaces the whole embassy chain. Faster and cheaper than full legalization.
When You Need Apostille vs. Consular Legalization
Hague Convention countries: Get an apostille from the designated authority in your country (usually the Ministry of Foreign Affairs or a specific court). This is the simpler route. Check the Hague Conference website to confirm your country is a member.
Non-Hague countries: You need full consular legalization through the Belgian embassy or consulate in your country. This typically involves getting your documents authenticated by your Ministry of Foreign Affairs first, then presenting them at the Belgian diplomatic mission. It's slower and can require in-person visits.
Start early. This process takes time — weeks in some countries, months in others. If you're waiting for your Ministry of Foreign Affairs to process documents during peak season, you could easily miss your scholarship deadline. Begin this the moment you decide to apply, not after you've finished your motivation letter.
When Documents Need Translation
Documents in French, Dutch, German, English, Spanish, Italian, or Portuguese are generally accepted without translation by Belgian institutions and scholarship programmes. If your diplomas and transcripts are in any of these languages, you're in the clear.
All other languages require sworn/certified translation. This means a translation done by a certified or sworn translator — not just anyone who speaks the language. The translator must be officially recognized, and the translation typically needs to bear their stamp and signature.
Budget for translation costs. Sworn translations aren't cheap. A set of academic transcripts, diplomas, and employment certificates can easily run EUR 200–500+ depending on volume, language pair, and how quickly you need them. Some countries have very few certified translators for certain language pairs, which drives up both cost and turnaround time. Get quotes early.
The Belgian Diploma Equivalence Trap
This is a process many applicants don't know about until it's too late. Foreign degrees are not automatically recognized in Belgium. Your bachelor's or master's from back home doesn't automatically count as a valid degree here — Belgium requires a separate recognition process called "diploma equivalence."
Here's what makes it particularly tricky: Belgium's two main communities — Flemish and French — each have their own separate recognition process. A degree recognized by the Flemish Community is not automatically valid in the Wallonia-Brussels Federation, and vice versa.
Even European diplomas from Bologna Process countries are not automatically valid in Belgium. That surprises a lot of EU applicants who assume their degrees are portable.
Do You Need Equivalence Before Applying?
ARES: Generally no. ARES handles placement internally and doesn't require you to have Belgian diploma equivalence before applying. They assess your qualifications as part of their own selection process.
VLIR-UOS: The host university may handle this as part of the admission process, but it depends on the university. Some Flemish universities require it, others process it internally. Check with the specific ICP programme coordinator.
Master Mind and other university-specific scholarships: You may need to start the equivalence process early, because the university needs to verify your degree is recognized before they can fully admit you. Given that processing takes 4+ months, this means starting the equivalence application well before the scholarship deadline.
Writing Your Motivation Letter
For Belgian development scholarships (ARES and VLIR-UOS), the motivation letter isn't just another essay. Both programmes use it as a primary selection tool. Reviewers read hundreds of these, and they know the difference between someone with a genuine plan and someone recycling their Chevening or Erasmus motivation with a few words changed.
Structure That Works
Not generic SDGs. A concrete problem you've seen in your work. "In my three years managing water sanitation projects in [region], I've seen how..." is stronger than "Sustainable Development Goal 6 is important to me."
Show that you're already in the fight, not just thinking about it. ARES and VLIR-UOS want people who are mid-career and stuck — they need specific knowledge or skills to go further. That's the gap the scholarship fills.
Name specific modules, professors, or research groups. "The course on Tropical Soil Management taught by Prof. [Name] directly addresses the erosion modelling gaps in my current work" is miles ahead of "your programme is well-known in my field."
Not "I will contribute to development" but "I will implement an X training programme at Y institution to address Z problem." Both ARES and VLIR-UOS explicitly evaluate your commitment to returning and applying what you learn. Vague answers here sink applications.
Belgium has specific strengths in tropical agriculture, public health, water management, and governance. If your field connects to one of these, say how. If you could get the same training in the Netherlands or France, the reviewer needs to know why Belgium is the better fit.
What NOT to Do
Don't write a life story starting from childhood. "I was born in a small village and always dreamed of education..." doesn't tell reviewers anything useful. Start with your professional context.
Don't list generic SDGs. Saying "I am passionate about SDG 4, 6, and 13" without connecting them to your actual work is a red flag that you're padding your application.
Don't say "I want to study abroad for personal growth." These are development cooperation scholarships. Personal growth is a side effect, not the purpose. The purpose is building capacity in your home country.
Don't copy motivations from other scholarship applications. ARES and VLIR-UOS have specific development focuses that don't align with Chevening, Erasmus, or other programmes. Reviewers can tell when a letter was originally written for something else.
Don't forget the RETURN element. Both ARES and VLIR-UOS explicitly evaluate your commitment to going home and applying what you learn. A motivation letter that reads like you're trying to emigrate to Europe will get rejected, no matter how good the rest of your application is.
Converting Your Grades for Master Mind
Master Mind uses a 4.0 GPA scale with a 3.5 minimum, but most countries don't use this system. This creates an immediate headache for applicants trying to figure out whether they qualify.
Bottom line: Don't self-select out based solely on an online conversion tool. If you're close to the threshold, apply anyway and let the university make the determination. Some applicants who thought they were below 3.5 have been accepted because the university's own conversion was more generous than what Scholaro showed.
Documents ready?
Once you've assembled and certified everything, the next step is understanding how each programme evaluates your application. The selection process page breaks down scoring criteria and what reviewers actually prioritize.
Next: Selection Process →