Do you really need to provide the original for a sworn translation in Belgium? In most cases, a clear scan is enough for the sworn translator. But it is the recipient of your document who sets the rule. Here is how to decide without getting it wrong.
📖 Also read: original or copy · what the authority accepts · full guide
A clear scan is enough to translate
To produce a sworn translation, the sworn translator almost never needs the paper document. A legible scan, in high resolution and complete (front and back, stamps and margins included), allows them to produce a faithful translation and to attach it to the source document. The question of the original is therefore not about the translation itself, but about what the final recipient will require.
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The recipient decides
The golden rule: it is the body to which you hand over the document (authority, embassy, court, notary, university) that decides whether it requires the paper original with a stamp or accepts a copy or a scan. No Belgian law imposes a single format; each service sets its own conditions. So before ordering, confirm the expected level with that recipient. See which translation the authority accepts.
Cases where the original is often required
Some situations frequently require the original source document, together with the sworn translation:
- Certain municipal authorities: for a marriage, a naturalisation or the transcription of a civil status record, the recent original may be requested.
- Embassies and consulates: for visa applications or diploma recognition, the original with an apostille is often required.
- Courts and notaries: in judicial proceedings or an authentic deed, the original may need to be presented.
Depending on the country of destination, an apostille or a legalisation may also be added, and it is in principle placed on the original.
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How the sworn translator attaches the translation to the document
To guarantee authenticity, the sworn translator physically staples or binds their translation to a copy of the source document, initialling and stamping it on every page. A statement indicates that the translation does correspond to the attached document, with their signature, their stamp and their registration number in the national register. It is this inseparable whole that gives official value to the sworn translation.
Our practical tips
- Always ask the recipient before ordering: original or copy accepted? Apostille required?
- Keep the original: never send it by post unless absolutely necessary; a lost original is sometimes irreplaceable.
- Provide a good-quality scan: clear, complete, in colour if possible, for a translation with no back and forth.
- If in doubt, see our guide original or copy.
In summary: a clear scan is enough to translate, but it is the recipient who decides whether they require the paper original. Always confirm with them before ordering, and keep your original in a safe place.
FAQ
Frequently asked questions
Does the sworn translator need the original to translate?
No, in most cases a clear and complete scan is enough to produce the sworn translation. The original only comes into play if the recipient requires it.
Who decides whether the original is mandatory?
It is the recipient of the document (authority, embassy, court). Always confirm with them. See what the authority accepts.
Do I have to send my original by post?
Avoid it if possible. Keep the original and provide a good-quality scan. See our guide original or copy.
How is the translation attached to the document?
The sworn translator staples their translation to a copy of the source document, initialling and stamping it on every page. Details in the full guide.
Urgent procedure?
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