Translation for Immigration in Belgium: All Documents Required by the Immigration Office

Immigrating to Belgium involves providing many official documents, most of which must be translated into French, Dutch or German by a sworn translator recognised by the SPF Justice. This guide details the documents concerned, the procedure to follow and the timescales to plan for so that your file at the Immigration Office is complete from the first submission.

Why SPF Justice accreditation is essential for immigration

The Belgian Immigration Office (DVZ/OE) only accepts translations produced by sworn translators who have taken an oath before a Belgian Court of Appeal and are registered with the SPF Justice register. A translation produced by a translator certified in another country or by a foreign agency not recognised in Belgium will be rejected, even if it is of perfect quality.

This is not a formality: it is a legal requirement guaranteeing that the person who translated the document has sworn an oath before a Belgian magistrate and bears criminal liability for the accuracy of the translation.

List of documents generally required for a residence application

The exact list varies depending on the type of procedure (family reunification, student visa, work visa, international protection, etc.), but here are the most frequently requested documents with mandatory translation:

• Birth certificate: fundamental document for any immigration procedure.
• Marriage certificate or civil partnership: for family reunification with a spouse.
• Criminal record: extract no. 3 or foreign equivalent, often required for long-stay periods.
• Diplomas and transcripts: for student visas or qualified work files.
• Passport or identity card: a certified translation of the identity pages is sometimes required.
• Foreign residence permit: if you have already legally resided in another country.
• Death certificate: for procedures related to a cross-border inheritance.
• Medical documents: for certain humanitarian or international protection procedures.

The step-by-step procedure

Here is how to proceed to obtain your translations in the best conditions:

• Step 1. Identify the complete list of required documents. Consult the Immigration Office website or that of your municipality to know precisely the documents requested for your situation and nationality.
• Step 2. Check whether legalisation or apostille is required.Depending on your documents' country of origin, they may sometimes need to be legalised (by the Belgian embassy in your country or via apostille if the country has signed the Hague Convention) before being translated.
• Step 3. Scan your documents in high resolution (minimum 300 dpi) and send them to the translation agency.
• Step 4. Receive your quote and confirm the order. Specify the target language clearly (French, Dutch or German depending on your municipality of residence).
• Step 5. Receive your certified translationswith the sworn translator's signature and stamp, in digital and/or paper format depending on the administration's requirements.

Realistic timeline for a complete immigration file

Building a complete immigration file takes time. Here is a realistic timeline if you are starting your procedures from abroad:

• Weeks 1-2: Gathering original documents in your home country.
• Weeks 3-5: Legalisation or apostille of documents if necessary (timescale varies by country).
• Weeks 6-7: Sworn translation in Belgium (3 to 7 business days depending on volume).
• Week 8: Compilation of the final file and submission to the competent administration.

If you are already in Belgium, the timeline is often shorter. Translations can be obtained within 3 to 5 business days as standard, or in 24 to 48 hours on urgent request.

Common errors to avoid

• Using a translator not registered with the SPF Justice because they are cheaper.
• Not checking that the foreign document is valid and legalised before having it translated.
• Choosing the wrong target language (e.g. having something translated into French for a Dutch-speaking municipality).
• Forgetting to request the paper original of the sworn translation if the administration requires it.
• Underestimating legalisation timescales in certain countries (which can take 2 to 8 weeks).