Apostille and Legalisation of Documents in Belgium: Practical Guide

You need to use an official Belgian document abroad, or the other way round. You have been told about an apostille or a legalisation, but the two terms are often confused. This practical guide explains the difference, when each procedure applies, and how to obtain it in Belgium together with a compliant sworn translation.

Apostille vs. legalisation: what is the difference?

An apostille and a legalisation are two procedures for the international certification of an official document. They share the same objective: proving the authenticity of the document abroad. However, they apply in different contexts.

What is the Hague Convention and which countries are covered?

The Hague Convention abolishes the requirement for consular legalisation between member states. It considerably simplifies the process: a simple apostille affixed to the document is sufficient for it to be recognised in all signatory countries.

More than 125 countries have ratified this convention, including all EU member states, the United States, Canada, Australia, Brazil, Russia, Turkey, China and the majority of Latin American and Asian countries.

Countries that are not members (and therefore require consular legalisation) include certain sub-Saharan African countries, some Middle Eastern states and a number of nations that have not yet ratified the convention. Before starting any procedure, check the official list on the Hague Conference website.

The Belgian procedure for obtaining an apostille

In Belgium, the apostille is issued by the SPF Foreign Affairs(Apostille Service) or, for certain judicial documents, by the registrar of the competent Court of Appeal. Here are the steps to follow:

1. Obtain the original document from the issuing authority (municipality, court, school, notary, etc.)
2. Have the signature legalised if necessary (for certain private documents such as company articles of association or notarial powers of attorney)
3. Submit the file to the SPF Foreign Affairs, rue des Petits Carmes 15 in Brussels, or by post
4. Pay the fees: 15 euros per apostille (2025 government rate)
5. Collect your apostille within 1 to 5 working days (express service possible in 24h for an additional fee)

Once the apostille has been obtained, if the destination country requires a translation of the document, this must be carried out by a sworn translator. The translation covers the original document; the apostille itself may also need translation depending on local requirements.

When do you need both an apostille AND a sworn translation?

In the majority of international cases, you will need both: the apostille to authenticate the official Belgian document, and the sworn translation to make it understandable in the language of the destination country.

Concrete examples involving Belgium

• Belgian birth certificate for a marriage in Morocco: apostille from the SPF Foreign Affairs + sworn translation into Arabic
• Belgian diploma for employment in the United States: apostille + sworn translation into English
• Belgian criminal record extract for a Canadian visa: apostille + sworn translation into English or French
• Belgian company articles of association for a subsidiary in Spain: apostille + sworn translation into Spanish
• Foreign marriage certificate submitted to a Belgian municipality: sworn translation into French/Dutch (the apostille being affixed by the issuing country)

Consular legalisation: the longer procedure for non-Convention countries

For countries not party to the Hague Convention, the consular legalisation procedure involves several successive steps:

1. Legalisation by the Belgian SPF Foreign Affairs (authentication of the signature)
2. Legalisation by the embassy or consulate of the destination country in Belgium
3. Sometimes, super-legalisation by the Ministry of Foreign Affairs of the destination country

This procedure can take 2 to 6 weeks depending on the country and embassy. For certain African or South-East Asian countries, delays of 4 to 8 weeks are not uncommon. It is therefore crucial to plan these steps well in advance.

Frequently Asked Questions (FAQ)

Should the apostille be placed on the original document or on the translation?

The apostille is affixed to the original document (the official deed), not to the translation. The sworn translation is a separate document, signed and stamped by the sworn translator. Some countries require the translation itself to also bear an apostille; check with the receiving authority.

How long is an apostille valid?

In Belgium, the apostille itself has no legal expiry date. However, certain countries or authorities only accept apostilles less than 3 or 6 months old. Check the specific requirements of the destination country before starting the procedure.

Can TranslateBE help me with the apostille process?

We advise you on the procedure and provide the compliant sworn translation on an express basis if needed. The administrative steps with the SPF Foreign Affairs must be carried out by you directly, but our team guides you at every stage to avoid any mistakes.