Belgian Scholarship Documents: What Each Programme Requires

Why documents trip people up

Document preparation is where Belgian scholarship applications get complicated. Each programme has its own requirements, and the standards for certification, translation and legalisation 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 legalisation details that trip up most applicants.

ARES document checklist

The 2027–2028 call lists the documents below as mandatory; incomplete files without them get no follow-up.

1. 1
   Two recommendation letters

   Academic and/or professional references who can speak to your development work. Generic “this person is hardworking” letters don't carry weight with ARES reviewers.

2. 2
   Certified copies of original diplomas

   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 are rejected, however legible. The certification is the point.

3. 3
   Certified copies of transcripts for all years

   Not just the final year. If you did a four-year bachelor's, ARES wants transcripts from year one through year four. Missing a single year can derail your application.

4. 4
   Proof of occupation for the last 5 years

   Employment certificates, contracts, pay slips — continuous documentation of your professional trajectory. ARES targets working professionals, so gaps need to be explained.

5. 5
   Certificate of nationality, national ID card or passport copy

   A voter registration card is not accepted. Make sure the document is valid; if your passport expires before the course starts, renew it first.

6. 6
   Proof of residence

   A residence certificate, resident card or residence permit. If no such document exists in your country, a signed declaration on honour.

7. 7
   Employer's commitment to re-employ you

   A letter from your employer committing to take you back after the course. It supports ARES's key question: will you return and use the training?

8. 8
   Pre-project (for certain courses)

   Required by some courses — check the course-specific admission conditions on the ARES website. Those that ask for it treat a missing pre-project as a deal-breaker.

Language proof: no specific test is mandated, but any certificates you have (DELF, DALF, TCF) strengthen your application. If your previous education was in French, a certificate from your university stating this works. You must show you can follow a course taught in its language.

VLIR-UOS document checklist

1. 1
   Academic transcripts and diplomas

   Certified copies of all degree certificates and transcripts. Depending on your country, these may also need legalisation — check the requirements for your nationality with the host institution.

2. 2
   English proficiency proof

   TOEFL, IELTS or equivalent. Minimum scores are set by each programme, not by VLIR-UOS centrally — some want IELTS 6.5, others 7.0. Scores older than two years are usually not accepted.

3. 3
   Valid passport copy

   A clear scan of the bio-data page. Make sure the passport won't expire during the programme.

4. 4
   Two recommendation letters

   Some universities — KU Leuven in particular — require a specific reference letter format. Download the template from the programme page if one is provided.

5. 5
   Curriculum vitae

   Focused on professional experience and development work, not a generic resume. Keep it to 2–3 pages and lead with your most relevant experience.

6. 6
   Motivation letter

   Your most important document. Cover your background, professional experience, career objectives and the link between the programme and sustainable development in your country. Treat it like a project proposal for your own career. See the guidance below.

7. 7
   ICP Connect scholarship form

   Some universities require a specific scholarship form alongside the programme application. Check how your chosen programme handles it.

8. 8
   Programme-specific documents

   Each host institution can add its own requirements: a research proposal, a portfolio or supplementary forms. Always check the programme page.

Master Mind document checklist

If your host institution preselects you, you upload these in the Mobility Online tool:

1. 1
   Transcript of records showing a GPA of 3.5/4.0 or higher

   This is the minimum threshold, not a recommendation. Your CV must also state your American GPA out of 4.0. See the GPA section below if your country uses another system.

2. 2
   English test results: IELTS 7.0 or TOEFL iBT 94

   No older than 3 years, or a letter of exemption from the host university. Master Mind is stricter than VLIR-UOS: they want students who can handle a fully English academic environment from day one.

3. 3
   Motivation letter in English

   Unlike ARES and VLIR-UOS, it doesn't need to focus on development impact. Emphasise academic excellence, research potential and why this Flemish institution fits your goals.

4. 4
   Two signed recommendation letters in English

   From professors at your previous institution or a recent employer. Academic recommendations carry more weight here: your recommenders should speak to your ability and research potential.

5. 5
   CV, passport or ID copy, and a profile picture

   The CV should include your GPA, publications, academic awards and previous scholarships. Because Master Mind is open to almost every nationality, the passport is for identity rather than country eligibility.

6. 6
   Copies of your diplomas

   Documents in a language other than Dutch, French, German or English need a certified translation.

7. 7
   University admission

   You apply for admission to the master's at the Flemish institution in parallel. You must be admitted to receive the scholarship, even if admission is decided after the scholarship selection.

How to get documents properly certified

This is where most applicants lose time. Belgian scholarship programmes are particular about how documents are authenticated, and three different terms get thrown around that don't mean the same thing.

When you need an apostille vs. consular legalisation

Hague Convention countries: get an apostille from the designated authority in your country (usually the Ministry of Foreign Affairs or a specific court). Check the Hague Conference website to confirm your country is a member.

Non-Hague countries: you need full consular legalisation through the Belgian embassy or consulate. This typically means getting documents authenticated by your Ministry of Foreign Affairs first, then presenting them at the Belgian mission. It's slower and can require in-person visits.

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. (Master Mind specifically accepts Dutch, French, German and English without translation.)
• All other languages require a sworn or certified translation — done by an officially recognised translator, usually bearing their stamp and signature. Not just anyone who speaks the language.
• Budget for it. A set of transcripts, diplomas and employment certificates can easily cost EUR 200–500+ depending on volume, language pair and urgency. Some countries have very few certified translators for certain language pairs, which drives up cost and turnaround. 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 recognised in Belgium — recognition is a separate process called “diploma equivalence.” And Belgium's Flemish and French communities each run their own: a degree recognised by the Flemish Community is not automatically valid in the Wallonia-Brussels Federation, and vice versa. Even diplomas from Bologna Process countries are not automatically valid in Belgium, which surprises a lot of EU applicants. For the French-speaking side, the equivalence service publishes its fees and processing times.

Do you need equivalence before applying?

• ARES: generally no. ARES assesses your qualifications in its own selection, and you don't need to have been admitted to a French-speaking institution before applying.
• VLIR-UOS: the host university may handle this during admission, but it depends on the university. Check with the programme coordinator.
• Master Mind and other university scholarships: you may need to start early, because the university must verify your degree before it can fully admit you. With 4+ months of processing, start well before the scholarship deadline.

Writing your motivation letter

For ARES and VLIR-UOS, the motivation letter isn't just another essay. Both programmes use it as a primary selection tool. Reviewers read hundreds and know the difference between someone with a genuine plan and someone recycling their Chevening or Erasmus motivation with a few words changed.

A structure that works

1. 1
   Opening: your specific development challenge

   Not generic SDGs. “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.”

2. 2
   Your current work: how you already tackle it

   Show you're already in the fight. ARES and VLIR-UOS want people who are mid-career and stuck — who need specific knowledge or skills to go further. That's the gap the scholarship fills.

3. 3
   Why this programme: specific courses, faculty or research

   “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.”

4. 4
   The return plan: concrete actions at home

   Not “I will contribute to development” but “I will implement an X training programme at Y institution to address Z problem.” Both programmes explicitly evaluate your commitment to returning.

5. 5
   Why Belgium

   Belgium has specific strengths in tropical agriculture, public health, water management and governance. If you could get the same training in the Netherlands or France, the reviewer needs to know why Belgium fits better.

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…” tells reviewers nothing useful. Start with your professional context.
• Don't list generic SDGs. “I am passionate about SDG 4, 6 and 13” without linking them to your actual work is a red flag.
• Don't say you want to study abroad for personal growth. These are development cooperation scholarships. Personal growth is a side effect; the purpose is building capacity at home.
• Don't copy motivations from other scholarship applications. Reviewers can tell when a letter was written for Chevening, Erasmus or something else.
• Don't forget the return. A letter that reads like you're trying to emigrate to Europe will be rejected, however good the rest 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.

• Use the Scholaro tool. Study in Flanders names Scholaro's GPA calculator as the tool for Master Mind and publishes a manual on calculating your American GPA. Results can vary depending on how your institution is classified, so treat borderline results with care.
• Ask your Flemish university how it checks your GPA during its preselection — many have their own internal conversion tables for admissions.
• If your country uses percentages: roughly 85–90% or above corresponds to a 3.5 GPA. This is an approximation; universities may interpret it differently.
• If your country uses letter grades: you're generally looking at the A/A- range. Anything below a B+ equivalent is unlikely to meet 3.5.

Bottom line: don't self-select out based solely on an online conversion. If you're close to the threshold, ask the university and let it make the determination — its own conversion may differ from an online calculator.

Once you've assembled and certified everything, see how each programme evaluates your application.