Importing to Belgium from Abroad: Required Documents and Translations

Importing goods into Belgium involves navigating a complex web of customs declarations, sanitary certificates, product conformity documents, and import licences. Many of these documents originate in non-EU countries and may need to be translated for Belgian and EU authorities. This guide identifies which translations are required and when.

Customs documentation and Belgian customs authority requirements

Belgian customs (Douane & Accises) operates under the EU Customs Union framework. Customs declarations submitted through the PLDA/ECOSTAR or the Single Window must be in French, Dutch, German, or English - the four languages accepted by Belgian customs for import documentation.

Documents supporting the customs declaration - commercial invoices, packing lists, bills of lading, certificates of origin - are generally accepted in English throughout the EU customs area, as English is the de facto standard language for international trade documentation. However, when these documents are in other languages (Chinese, Arabic, Russian, Korean, Japanese), a translation into one of the accepted languages may be required by the customs authority or deemed necessary for customs valuation purposes.

Belgian customs can request a certified translation of any supporting document if the inspector cannot assess the document's content in the languages accepted. This is particularly common for documents in non-Latin scripts.

FASFC requirements for food, feed, and animal products

The FASFC (Federal Agency for the Safety of the Food Chain / Agentschap voor de veiligheid van de voedselketen) controls imports of food, animal feed, plants, and plant products. Import dossiers must include:

• Sanitary certificates: issued by the exporting country's competent authority, confirming the product meets EU food safety standards. Many templates are pre-agreed between the EU and third countries in specific language versions; where no agreed template exists, a French or Dutch translation may be required
• Phytosanitary certificates: for plant-based products, issued by the NPPO (national plant protection organisation) of the exporting country, generally in English or French
• Organic certification documents: if claiming organic status, certificates from the exporting country's certifying body may need translation for Belgian organic control bodies

Import licences and regulated product authorisations

Certain products require import licences or authorisations before they can enter Belgium. Applications for these licences may require translated supporting documents:

• Medical devices and pharmaceuticals: FAMHP (Federal Agency for Medicines and Health Products) requires product documentation (instructions for use, technical files, labelling) in French and Dutch; technical documentation submitted in English may be accepted but FR/NL labelling is mandatory for the Belgian market
• Chemical products (REACH): Safety Data Sheets (SDS/MSDS) must be available in French and Dutch for products sold in Belgium
• Firearms and military goods: import and transit licences require translated end-user certificates and export authorisations
• CITES-regulated species: permits and species identification documents may require translation for Belgian customs and environment authorities

Practical approach for Belgian importers

The most efficient approach is to identify translation requirements at the time of negotiating the commercial contract with the foreign supplier. Require suppliers to provide documents in English (as the universal trade language), which TranslateBE can then translate into FR or NL if specifically required by Belgian authorities. For recurring import dossiers, a standing translation arrangement with TranslateBE reduces cost and turnaround time compared to ad hoc ordering.