Translated Documents for a Belgian Visa: Complete DVZ/OE Guide

Assembling a visa file for Belgium means gathering many official documents, and for nationals of non-French-speaking or non-Dutch-speaking countries, most of these documents will need to be accompanied by a sworn translation. This guide explains precisely which documents to translate, for which type of visa, and how to organise your file to maximise your chances of success.

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Which documents to translate for a Belgian visa

Belgium is a Schengen state and member of the European Union. Belgian visa applications are processed either by Belgian embassies and consulates abroad, or by the Immigration Office (DVZ/OE) for applications submitted on Belgian territory. In all cases, documents produced in a foreign language must be accompanied by a certified translation.

The documents most frequently submitted for translation as part of a visa application are:

• Birth certificate: a basic document required in almost all procedures, whether it is a short-stay family visa or a long-stay application
• Marriage certificate: for family reunification visa applications between spouses, or to prove the marital link in a long-stay file
• Criminal record extract: mandatory for long-stay visas and family reunification applications; must be recent (less than 3 to 6 months depending on requirements)
• Proof of financial resources: payslips, bank statements, employment contracts or employment certificates drawn up in a foreign language
• Degrees and school certificates: for student visas or applications related to a professional qualification
• Medical documents: health certificates, vaccinations or medical examination results required for certain visa types
• Rental or property contracts: to prove a fixed place of residence in the country of origin or in Belgium

The target language of the translation must be French for files processed in the Walloon Region or in Brussels, and Dutch for files in the Flemish Region. For files processed directly by the Belgian embassy abroad, French or Dutch are generally both accepted.

Short-stay visa vs long-stay visa: different requirements

Translation requirements are not identical depending on the type of visa. It is important to distinguish between the two main categories of Belgian visa in order to prepare your file in a targeted manner.

The Schengen short-stay visa (type C visa, maximum 90 days) is generally less demanding in terms of translations. For a tourist visa or a short family visit, you will typically need to present:

• A valid passport (no translation required)
• Proof of accommodation or an invitation from a Belgian national
• Proof of financial resources (bank statements; translation useful but not always mandatory depending on the bank and country)
• Optionally a translated birth or marriage certificate if family ties must be established

The long-stay visa (type D visa, more than 90 days) imposes much stricter requirements. Depending on the visa category (family reunification, study, work, medical grounds), you will need to submit a complete file including several translated and sworn documents. These visas provide access to a residence card and are processed by the Immigration Office.

Translations required by the DVZ/OE

The Immigration Office (Dienst Vreemdelingenzaken / DVZ) is the Belgian authority responsible for residence applications of more than 90 days, family reunification, asylum applications and regularisation procedures. Its translation requirements are among the strictest in the Belgian administration.

For a family reunification file (the most common procedure), the DVZ/OE typically requires:

• The applicant's birth certificate, translated and sworn
• The marriage certificate (or document proving the registered partnership), translated and sworn
• The criminal record extract from the country of origin, translated and sworn (document less than 3 months old)
• The birth certificates of dependent children, translated and sworn
• The sponsor's proof of resources (payslips, contracts), simple or sworn translation depending on the case

For a naturalisation application, the requirements of the DVZ/OE and the Public Prosecutor's Office also include the translation of all civil status documents not drawn up in one of Belgium's three official languages. The sworn translator must be registered on the official list of the SPF Justice.

The Commissioner General for Refugees and Stateless Persons (CGRS), which processes asylum applications, may also require sworn translations of documents submitted as evidence by applicants (identity documents, documents proving persecution, various attestations).

Advice for your visa file

Preparing a solid visa file is not merely about gathering translated documents. Here are TranslateBE's practical tips to optimise your chances of success and avoid common pitfalls.

• Check the exact list required by the embassy or the DVZ/OE: requirements vary depending on your nationality, the type of visa and the country in which you submit your application. Consult the official website of the competent Belgian embassy or the DVZ/OE before ordering translations.
• Order all translations at once: this allows you to have documents with consistent certification dates and to benefit from a group rate.
• Anticipate the time needed to obtain foreign documents: translation is fast, but obtaining a Moroccan or Algerian criminal record can take several weeks. Start these procedures as early as possible.
• Check whether an apostille or legalisation is required before translation. For certain countries (outside the Hague Convention), documents must first be legalised by the authorities of the issuing country and then by the Belgian embassy in that country.
• Keep certified copies of all your originals. Most administrations accept certified copies, but some require the originals; check in advance.

TranslateBE accompanies you not only in carrying out sworn translations, but also in understanding the procedures. If you have doubts about which documents to translate for your specific situation, our team can guide you when you request a quote.