Sworn, notarised and legalised translation: three terms that are often confused, yet which describe different realities. This guide clarifies who does what in Belgium, and when each level is required.
📖 Also read: certified vs sworn · sworn translation guide · apostilling a document
The sworn translation
A sworn translation is carried out by a sworn translator registered in the National register of judicial experts and sworn translators (RNEJ). The translator signs it and affixes their official stamp, which gives it legal value before Belgian authorities and courts. It is the baseline level requested for a birth certificate, a diploma or a court judgment. To understand the nuance with a simple certified translation, see certified vs sworn.
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The notarised translation: a common confusion
The term "notarised translation" is misleading. In Belgium, the notary does not translate and does not validate the content of a translation. What is meant by it usually corresponds to the legalisation of the sworn translator's signature: an authority (the FPS Justice, then possibly the FPS Foreign Affairs) certifies that the signature affixed is indeed that of an authorised sworn translator. The notary therefore does not act on the translation itself. When a recipient asks for a "notarised" translation, they are in fact referring to a sworn translation whose signature has been authenticated.
The legalised and apostilled translation
Legalisation and the apostille are additional authentication steps, mainly required for international use. They do not relate to the quality of the translation but to the authenticity of the signature and the stamp. In Belgium, it is the FPS Foreign Affairs that affixes the apostille (for countries that have signed the Hague Convention) or carries out the classic legalisation (for other countries). See the details in our guide apostilling a Belgian document for abroad.
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Who does what: the comparison
- Sworn translation: carried out by a sworn translator (RNEJ), signed and stamped. Official value in Belgium. Required for most Belgian administrative procedures.
- Legalisation of the signature ("notarised"): the FPS Justice certifies the sworn translator's status. Requested when the recipient wants formal proof of the authorisation.
- Apostille / legalisation: affixed by the FPS Foreign Affairs. Essential to have the document recognised abroad.
How to avoid mistakes
The golden rule: ask the recipient for the exact level required before ordering. A Belgian town hall is often satisfied with a sworn translation, whereas a foreign consulate will require the apostille. Ordering too high a level wastes time and money; an insufficient level gets the file rejected. If in doubt, start from the sworn translation guide.
In summary: sworn = sworn translator who signs and stamps; "notarised" = legalisation of that signature; legalised/apostilled = authentication for abroad. Always confirm the required level with the recipient.
FAQ
Frequently asked questions
Is a sworn translation enough for abroad?
Not always. Many countries also require an apostille or a legalisation. See how to apostille a Belgian document.
Does the notary play a role in a translation?
No. In Belgium, the "notarised translation" in practice refers to the legalisation of the sworn translator's signature, not any action by the notary on the text.
What is the difference between sworn and certified?
The sworn translation has official value; the certified one does not. Details in certified vs sworn.
How do I know which level to ask for?
Ask the recipient directly (authority, consulate, university). They set the required level. For an overview, see the sworn translation guide.
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