Identity Document Translation in Belgium: Passports, ID Cards and Civil Status Extracts

Foreign passport, national identity card, residence permit - the translation of identity documents is one of the most frequent requests in Belgium. Whether for registering with the municipality, submitting a dossier to the Immigration Office or meeting an employer's requirements, the translation must be sworn and compliant with SPF Justice standards. This guide explains everything you need to know.

When is it necessary to translate an identity document in Belgium?

The translation of identity documents is required in many administrative situations in Belgium. The municipality (communal administration) is often the first point of contact: when registering on the foreigners' register, making a family reunification request, or establishing your official household composition, the municipality may require your passport or foreign identity card to be translated into French or Dutch by an SPF Justice sworn translator.

The Immigration Office (DVZ/OE) is the federal administration that processes residence, family reunification and naturalisation requests. For all these procedures, foreign identity documents must be accompanied by certified sworn translations. Employers, particularly in the public sector, administrations, healthcare establishments or companies with regulatory compliance obligations, may also request the translation of a foreign identity document for non-EU nationals or for documents in an unusual language.

Which identity documents are subject to the translation requirement?

• Foreign passport: the main page (biographical data), relevant visa and stamp pages, and sometimes pages with special endorsements. The passport is the identity document most frequently required in translation for immigration and employment procedures.
• National identity card: front and back, including electronic chip data if shown in plain text on the document. Some countries use non-Latin alphabets (Arabic, Cyrillic, Georgian, Korean, etc.) which require transliteration in addition to translation.
• Foreign residence permit: residence card, long-stay visa, work permit issued in a country other than Belgium. This is distinct from the Belgian residence permit, which does not require translation for Belgian procedures.
• Family record book: a civil status document grouping birth, marriage and parentage records, used in certain countries (France, Morocco, Algeria, Tunisia, etc.) and frequently requested in translation for family reunification procedures.
• Foreign national register extract: the foreign equivalent of the Belgian national register, often required to prove identity and civil status.

Apostille for identity documents: when is it necessary?

An apostille is a formality that certifies the authenticity of the signature and seal of the foreign authority that issued the document. For identity documents stricto sensu (passport, identity card), an apostille is generally not required in Belgium: these documents are recognised directly by Belgian authorities based on their official appearance (holograms, security features, etc.).

However, for certain documents associated with identity, such as a birth certificate used as proof of identity, a nationality certificate or a foreign national register extract, an apostille may be required, particularly for countries whose official documents are less familiar to Belgian administrations. The Immigration Office and municipalities tend to be more demanding for documents from countries identified by the Belgian authorities as having a high risk of document fraud.

If you are unsure whether an apostille is required for your document, contact the receiving administration before starting the process. A missing apostille can result in a rejected dossier, while an unnecessary apostille represents avoidable extra costs and delays.

Confidentiality and GDPR: protecting your identity data

Identity documents contain highly sensitive personal data: passport number, national register number, biometric data mentioned, address, date and place of birth. Their processing in the context of a translation is subject to the provisions of the GDPR (General Data Protection Regulation). At TranslateBE, we apply strict protocols: your documents are only transmitted to the sworn translator handling your dossier, stored on secure servers within the European Union, and automatically deleted after delivery of the translation and expiry of the legal retention period. We never route your identity documents through automatic translation tools or third-party services that do not comply with GDPR.