Each embassy in Belgium has its own requirements regarding document translation. Some accept a simple translation, others require a Belgian sworn translation, and still others impose very specific conditions. Misunderstanding these requirements can result in rejection of your visa file or consular application. Here is a practical guide by major embassy.
See also: document translation for a visa in Belgium · apostille and legalisation of documents in Belgium
General rules for translations intended for embassies
Before detailing requirements by embassy, here are the key principles to know:
- Simple translation vs sworn translation: a simple translation (by a professional translator without official sworn status) is sometimes accepted for informational documents. A sworn translation (by a sworn translator certified before a Belgian Court of Appeal) is required for civil status documents and official supporting evidence.
- The language of translation: some embassies request a translation into their own national language (e.g. the US embassy requests a translation into English), while others accept translation into the local language of the country where the embassy is located (here French or Dutch).
- Apostille on source documents: before submitting your translated documents to an embassy, check whether the originals need to be apostilled in their country of issue.
United States Embassy in Brussels
The American embassy in Brussels (Regentlaan 27) is one of the most demanding regarding documentation. For visa applications (particularly the immigrant visa and the B1/B2 non-immigrant visa), it requires:
- A translation into English of all civil status documents (birth, marriage, death certificates) not written in English
- The translation must be accompanied by a declaration of competency signed by the translator, which the translator attaches to their translation
- For DS-260 (immigrant visa) and DS-11 (minor's passport) forms, parents or applicants may sometimes need to submit documents translated into English
- Bank statements and pay slips generally only require an informal English translation without sworn status
Canadian Embassy in Brussels
For work visas, permanent residency and Canadian study permits:
- Immigration, Refugees and Citizenship Canada (IRCC) requires that all documents not written in French or English be accompanied by a certified translation
- The translation must be produced by a professional translator who signs a declaration confirming that the translation is complete and faithful
- For Express Entry applications and provincial programmes (PNP), similar requirements apply to civil status documents, diplomas and transcripts
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Moroccan Embassy in Brussels
The Moroccan Consulate General in Brussels and the Moroccan Embassy handle thousands of files each year for the Moroccan diaspora in Belgium. Translation requirements vary by procedure type:
- Legalisation of Belgian documents for Morocco: Belgian documents (birth, marriage, death certificates) must first be apostilled by the Belgian SPF Foreign Affairs, then translated into Arabic by an accredited translator. The Moroccan embassy then legalises the translation.
- Documents for family reunification: Moroccan documents must be legalised in Morocco (Moroccan Foreign Affairs) and translated into French by a Belgian sworn translator.
Algerian Embassy in Brussels and Consulate
For Schengen visa applications at the Belgian embassy and for Algerian consular procedures (return visa, passport, civil status documents):
- Algerian documents (birth, marriage, family records) must be legalised by the Algerian Ministry of Foreign Affairs (Algeria has not signed the Hague Convention), then translated into French by a Belgian sworn translator
- The Algerian consulate may also request translations of Belgian documents into Arabic for civil status procedures in Algeria
Turkish Embassy in Brussels
For Turkish visas and Turkish consular procedures:
- Belgian documents intended for Turkish authorities must be apostilled, then translated into Turkish by a sworn translator (ideally certified by a Turkish court or a Belgian Court of Appeal for Turkish-French or French-Turkish translations)
- Turkish documents intended for Belgian authorities must be apostilled in Turkey and translated into French or Dutch by a Belgian sworn translator
Turnaround times and pricing
| Document / Embassy | Standard | Express |
|---|---|---|
| Civil status document into English (USA/Canada embassy) | 2-3 business days | 24h |
| Belgian document into Arabic (Morocco, Algeria, Tunisia) | 2-3 business days | 24-48h |
| Full visa pack (3-5 documents, same file) | 3-4 business days | 48h |
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We know the requirements of every embassy in Belgium. Certified translations with the translator's declaration, accepted by the USA, Canada, Morocco, Algeria and Turkey embassies.
FAQ
Frequently asked questions
The embassy refused my translation - what should I do?
If an embassy refuses a translation, it is often because it is not sworn, the format does not match their requirements (no translator's declaration, missing stamp, etc.) or the translation is incomplete. Contact us with the reason for refusal: we redo the translation in compliance with that embassy's specific requirements, generally within 24 hours.
Do I need to submit the original or a copy of the document to be translated?
For the translation, we work from a digital copy (scan or high-resolution photo) of your document. The certified translation is then produced on that basis. Some embassies require the original to be seen at the consular appointment; in that case, you present the original plus the certified translation. We do not keep your originals.
Does the US embassy accept a non-sworn translation?
Yes, in most cases. The USCIS (United States Citizenship and Immigration Services) does not require a sworn translation in the European sense. It requires a "certified translation" accompanied by a declaration of competency signed by the translator, stating that they are competent to translate from the source language into English and that the translation is accurate. Our translators systematically provide this declaration.
Can I have my embassy documents translated online?
Yes, TranslateBE operates 100% online. You send your documents by email, we produce the translation and send you the certified PDF by email. This document is valid with the vast majority of embassies in Belgium. If the embassy requires a paper document with an original handwritten signature, we can send it by registered post.
How far in advance of my embassy appointment should I order the translation?
We recommend ordering your translation at least 5 to 7 days before your embassy appointment to avoid any stress. For imminent appointments, our express 24h service guarantees delivery the day after your order. We process orders 7 days a week, including weekends for urgent cases.
Embassy appointment in less than 48 hours?
Express service 7 days a week for all embassies in Belgium. Translator's declaration included. Instant quote, guaranteed delivery before your appointment.