The Belgian administrative labyrinth: why processing documents takes more time
Belgium is a country where even local residents sometimes get lost in bureaucratic pathways. And when we talk about the repatriation process of remains, the situation becomes even more complicated. One of the main reasons why transportation from this country takes longer than from many other European nations is Belgium's unique administrative structure.
Belgium is a federal state consisting of three regions (Flanders, Wallonia, and Brussels) and three communities (Flemish, French, and German-speaking). Each region has its own rules and procedures, which can differ even when processing the same documents. This means that if the death occurred in Antwerp, the process may be different from Brussels or Liège.
In practice, it looks like this: the death certificate must be issued in the local municipality (commune/gemeente), which can take from 24 to 72 hours, depending on the region and the municipality's workload. However, this is just the beginning. To obtain a permit to transport the remains out of the country, additional documents from various institutions are needed, and communication between them does not always run smoothly.
Medical procedures and the workload of pathologists
Strict rules regarding the determination of the cause of death apply in Belgium. Even if a person died of natural causes and was being treated by a doctor, an additional assessment by pathologists is frequently required. This is especially relevant when dealing with cases of foreigners' deaths – Belgian institutions want to be absolutely certain of the cause of death before issuing a permit to transport the remains out of the country.
The problem is that there is a shortage of pathologists in Belgium, as in many other countries. In large cities such as Brussels or Antwerp, waiting lines can be long. If the death occurred over the weekend or during holidays, the process can take even longer – sometimes up to 5–7 working days until all the necessary investigation is completed and the official medical document is issued.
In addition, there is a specific requirement in Belgium – in certain situations, not only a death certificate is required, but also a so-called "laissez-passer mortuaire" (permit to transport remains). This document is issued by the local government, but before that, it must receive confirmation from the health inspection, which is yet another additional stage that adds a few days to the overall process.
Consular services and legalization of documents
Some countries have simpler procedures, but Belgium is not one of them. If the deceased was not a Belgian citizen, the consular offices of their home country also get involved in the process. The Lithuanian embassy in Brussels works efficiently, but it too must adhere to certain protocols.
One of the most common delays involves the translation and legalization of documents. Three languages are officially recognized in Belgium: Dutch, French, and German. This means that all documents must be translated into one of these languages, and later – into Lithuanian. Although Belgium is an EU member and simplified procedures apply, certain documents must still be certified with a special apostille stamp.
Practical tip: if your loved one lived in Belgium, it would be very helpful to know in advance which region they lived in and what the prevailing language is there. This will help speed up the process, as you will be able to approach the correct institutions immediately and know what documents will be required.
Licensing of funeral homes and specific requirements
Not all funeral homes in Belgium have the right to work with international cases of transporting remains. This requires a special license issued by the Federal Public Service Public Health. This means that even if the location of death is in a small town, you may have to wait until the remains are transferred to a larger city where a licensed funeral home operates.
Strict rules regarding the preservation of remains and preparation for transportation also apply in Belgium. If the transportation of remains takes place by air transport (which is usually the case when we talk about repatriation to Lithuania), a special hermetic zinc-lined coffin is required. Manufacturing such coffins in Belgium can take 2–3 days, as not all manufacturers have them in stock.
Furthermore, Belgian laws require a final inspection before the remains leave the country. This is performed by specially authorized officers who check whether all documents are in order, whether the coffin meets international standards, and whether the preservation has been performed correctly. This inspection usually takes place at the airport or a special point, and it must be booked in advance.
Transportation logistics and airport procedures
There are two main international airports in Belgium – Brussels Zaventem and Charleroi. However, not all flights carrying cargo accept orders for the transportation of remains. Special conditions on the aircraft and appropriate documentation are required for this.
Most often, the transportation of remains from Belgium to Lithuania takes place through intermediate stations – Warsaw, Riga, or other major European airports. This adds extra logistical challenges. Each transit means additional checks, extra paperwork, and, most importantly, additional time.
Brussels Airport is known for its strict security procedures. Following the 2016 terrorist attacks, security measures were tightened even further. This means that every cargo, including the transportation of remains, is thoroughly inspected. While this is understandable and necessary, the process can take longer than at other European airports.
Another aspect is the flight schedule. Direct cargo flights from Belgium to Lithuania are not frequent, so sometimes you have to wait for an appropriate flight. This is especially relevant during holidays or the summer season when airports operate at maximum capacity.
Cultural and religious aspects influencing the process
Belgium is a multicultural country with large communities of various nationalities. This means that funeral homes and institutions are used to working with diverse religious and cultural requirements. However, this can also complicate the process.
For example, if the deceased was of the Catholic faith, the Belgian Catholic Church may wish to perform certain rituals before the remains leave the country. Although this is not mandatory, many families request such rites. This can add a few more days to the overall process, especially if it requires coordination with the local parish.
There is also a strong Muslim community in Belgium, especially in Brussels and Antwerp. Islamic burial traditions require that the remains be buried as quickly as possible, ideally within 24 hours. However, in the case of international transportation, this is practically impossible due to all the aforementioned bureaucratic procedures. This creates additional emotional stress for families and requires a sensitive yet professional approach from the transportation service providers.
Financial aspects and the role of insurance companies
The transportation of remains from Belgium is not cheap. The average price can range from 3,000 to 6,000 euros, depending on many factors: the location of death, required procedures, mode of transport, and additional services.
Many people living or working abroad have travel insurance or life insurance that can cover repatriation costs. However, this is precisely where another potential source of delay begins. Insurance companies in Belgium are very attentive and thoroughly investigate each case. They want to see all medical documents, ensure that the death occurred due to causes covered by the insurance, and only then do they give consent to pay the expenses.
This process can take from a few days to two weeks. Some insurance companies have their own selected funeral companies with which they cooperate and may require that specifically their services be used. This can cause additional coordination challenges, especially if the family had already started working with another company.
Practical tip: if your loved one lives or works in Belgium, check their insurance policy. Ensure it covers repatriation costs and know which companies you will need to cooperate with in the event of a disaster. This can save a lot of time and nerves during a difficult time.
What to do to make the process run as smoothly as possible
Although many bureaucratic procedures cannot be avoided, there are a few things you can do in advance to make the transportation of remains from Belgium as fast and smooth as possible.
First, if your loved one lives in Belgium and is elderly or ill, talk to them about their wishes. Would they like to be buried in Lithuania or Belgium? Are there any specific religious or cultural requirements? Such discussions are never pleasant, but they can greatly ease the process later on.
Second, have all the most important documents ready: a copy of the passport, insurance policy information, and contacts in Lithuania and Belgium. Ideally, these documents should be accessible not only to the deceased but also to at least one family member.
Third, immediately contact a professional repatriation company that has experience working with Belgium. Such companies know all the pathways, have contacts with the required institutions, and can help avoid many mistakes that could delay the process even further.
Fourth, be prepared for the process to take at least 7–10 days. This is not because anyone is working inefficiently – it is simply the reality of working with the Belgian administrative system. Understanding this in advance will allow you to better plan the funeral in Lithuania and avoid unrealistic expectations.
Finally, do not forget to take care of yourself during this difficult period. The pain of loss is hard enough, and when we add the stress of international repatriation to it, the situation can become almost unbearably heavy. Do not be afraid to ask for help – both professional help from transportation companies and emotional support from loved ones or specialists.
Belgium, despite all its bureaucratic challenges, is a civilized country with well-functioning institutions. The process may be slow, but it is thorough and ensures that everything is done correctly and with dignity. By understanding why certain things take longer, we can better prepare and go through this difficult period more calmly. And although no one wants to think about such situations in advance, being informed means being prepared to help oneself and one's loved ones when it is needed most.
