How to Get an Apostille on Documents Issued in Belgium

Created: Feb 28, 2024 | Updated: Mar 1, 2024

If you have international transactions and you need to make your papers acceptable around the world, today’s post will help you figure out the steps. We'll break down the process so it's easy to understand and give you a full picture of what you need to do to ensure your documents are accepted in the Kingdom of Belgium. Every step we outline is really important to make sure your paperwork is good to go, both legally and in terms of the language. Come along with us as we go through the details of making your documents official in Belgium.

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Understanding Document Legalisation in the Kingdom of Belgium

Document legalisation is the process of giving your document an official stamp of approval. It's a process where authorities confirm that your document is genuine and valid. This is important when you're dealing with papers that need to be recognised in another country. It shows that your document follows the rules and standards set by the government or relevant authorities. In Belgium, documents can be legalised in two ways: By Hague apostilles and by Consular Legalisations.
 

What is an Apostille in Belgium?

An apostille is a form of legalisation that requires using a special stamp or certificate that makes a document valid and proves its origin by confirming the legitimacy of the signature and the authority of the official who signed it. It's a simplified way of proving that the document is real and official. Apostille legalisation ensures that documents are recognised as valid in countries that are part of the Hague Convention of 1961 on the Simplification of the Apostille. It simplifies the process of cross-border document recognition, eliminating the need for additional certifications like consular legalisation in member states.
 

What Does The Belgian Hague Apostille Document Look Like? 

156 countries are part of the Hague Convention. 65 of these countries are connected parties, which means that they are partial members or they are in the process of becoming full, permanent members. The other 91 countries are permanent members of the convention and the Kingdom of Belgium is a part of them.  Apostilles have been issued only electronically in Belgium, since the 1st of May, 2018. This is known as the e-apostille. The Belgian apostille comes in the form of a rectangular stamp that carries the Belgian coat of arms, the signature of the apostille official, an official seal and a barcode for verification. At the top of the sticker reads “Apostille”, followed by a reference to the Hague Convention in French, (Convention de la Haye du 5 octobre, 1961). The stamp also indicates that it is from Belgium and at the bottom, you will find some information about the apostille such as the price and contacts for enquiries. All the information on the Belgian apostille is written in German, Dutch and French. 

In the Kindom of Belgium, the authority responsible for issuing apostilles is known as the Ministère des Affaires étrangères, du Commerce extérieur et de la Coopération au Développement (Ministry of Foreign Affairs, Foreign Trade and Development Cooperation) also known as Federal Public Service Foreign Affairs Foreign Trade and Development Cooperation (FPS Foreign Affairs). 
 

 

What Documents Can Be Legalised in Belgium?

People typically need to legalise various documents for various purposes, depending on their needs. The European Union has now authorised some documents to be exempt from legalisation but common documents that people often legalise in Belgium include:

• Civil status certificates: Marriage certificates, birth certificates, death certificates, etc.
   
• Belgian trade register excerpts: Documents related to business registrations and trade activities.
   
• Land register extracts: Official documents providing information about real estate or land ownership and legal status.
   
• Documents Connected with a Court: Documents related to legal proceedings and judgments.
   
• Patents: Documents related to patents and intellectual property.
   
• Academic Diplomas issued by Public Institutions: transcripts, overviews of subjects and grades, matriculation certificates, and additional certificates from schools or universities.
   
• Documents of a particular nature that a notary and county clerk have recognised: travel authorisation for a minor and forms of authorisation to obtain the passport of a minor.
   
• Official documents issued by state authorities.
   
• Translations by court interpreters.
   
• Powers of attorney, last will and testaments, declarations.

Types of Documents That Cannot be Legalised in Belgium

• Documents Not Issued by Competent Authorities: Private contracts, private letters, or documents issued by non-official entities.
   
• Commercial Documents: Documents such as invoices, trade contracts, and customs documents. 
   
• Diplomatic and Consular Documents.
   
• ID Cards.
  
   

Consular Legalisation

Consular legalisation is the process of confirming or certifying legal documents and ensuring their recognition and acceptance by another country's legal system. This extra layer of verification is carried out by the diplomatic or consular mission in Belgium representing the country where the document is intended for use. For Example, a Belgian document to be used in Congo will be legalised by the Congolese Embassy in Belgium. 

It is usually used between countries that are not part of the Hague Convention or when one of the states involved has raised objections to the other's accession. Consular legalisation can be a more expensive and time-consuming process compared to just getting an apostille stamp. This is because various local authorities and the diplomatic mission of the destination country are involved in this legalisation process. Several additional certifications are required before your document can receive approval in Belgium at the embassy or consulate of the destination country.
 

How to Legalise Your Documents in Belgium

In the Kingdom of Belgium, since apostilles are only issued electronically, the process is slightly different from most countries. Here is a simple guide to legalising your documents in Belgium going to other countries:

Step One - Get the Original Documents: Ensure you have the original document or an official copy issued by the relevant Belgian authorities. Make sure that the copy has the official seal and signature of the institution and is a true copy of the original. You cannot submit a scanned copy either.

Step Two - Translate the Document: If the document is not already in the official language of the destination country, you'll need to get a notarised translation. This sworn translation should be done by a sworn translation service in Belgium. Sworn translation services ensure your documents are translated accurately and legally.

Step Three - Make an Online Request for an Apostille (Apostille Aanvragen): There are two ways to request an apostille in Belgium. These are:  

• You can have the request made directly by the authority issuing the document on your behalf. This authority could be a public notary, municipality, etc.  The authority will submit the request through the eLegalization site. Payment for the apostille will be made directly online and the link to the apostilled document will be sent directly to you by email within 24 hours. The whole process is done online and you don’t have to go physically to the Belgian Ministry of Foreign Affairs (FPS Foreign Affairs). 
   
• You can make a request in person at the FPS Foreign Affairs at 27 Rue des Petits Carmes in 1000 Brussels. Working hours are from 9 a.m. to 12 p.m. If your documents are less than 4 pages, they will be processed immediately and you will receive them the same day, but if your documents have more than 4 pages, you will have to submit them and receive them the next day. You can view and download the e-apostille on the LegalWeb platform using the apostille number and the date it was issued. If you are unable to make this request and submit the documents yourself, you can have someone else submit them for you. No proof of identity will be required.  The entire process of getting an apostille in Belgium costs only €20. 

Step Four - Make a  Request to the Foreign Embassy or Consulate (for Consular Legalisation): If the receiving country does not recognise the Hague Convention, you will need to request consular legalisation to the embassy or consulate in Belgium to further legalise the document according to their requirements. Just like getting an apostille, there are two ways to get consular legalisation in Belgium. 

• You will need to check whether the embassy or consulate accepts electronic legalization. If they do, the authority issuing the document can submit the consular legalization request from the eLegalization platform on your behalf, and you will receive the link to your legalized document by email in 24 hours. 
   
• If the country does not accept electronic legalisation, you can request legalisation on paper by visiting the Legalization service of the FPS Foreign Affairs at Karmelietenstraat 27 Rue des Petits Carmes 1000 Brussels between 9 a.m. and 12 p.m. If you are unable to submit the documents yourself, you can have someone else submit them for you. No proof of identity will be required.  
   

How to Get a Notarised Translation in Belgium Online

To get a notarised translation in Belgium online, follow these steps: 

1. Visit the Translayte website. 

2. Click on “Order Certified Translation”.

3. Select “Certified Translation”, select the target and source language, and your preferred turnover time. 

4. Upload the document you want to translate. Ensure the file has been named correctly. 

5. Select either the Standard, Specialist or Professional sworn translation services, based on your needs and budget.

6. Specify that you want a “Notarised Translation” and any other specifications you prefer for your document.

7. Place your order and wait for your translation.  Your translation will be delivered to you either by email or by post on or before the stipulated time.
 

Getting an Apostille for Documents Going to Belgium

Getting an apostille on document(s) to be used in Belgium is the process of legalising documents that will be used in Belgium, according to the legal requirements of the Belgian authority receiving the document(s). Authorities such as Notaries, or the Embassy do the attestation of documents, however, the final attestation is done by the Ministry of Foreign Affairs of your country. 

Here’s the process for getting an apostille in your country for documents going to Belgium:

1. Identify the Competent Authority: Find out the authority responsible for issuing apostilles in your country. The competent authority issuing apostilles in most countries is usually the Ministry of Foreign Affairs. If it is a different authority, make sure to identify them. 
 

2. Prepare Your Documents: Make sure your documents are in order and meet any requirements set by the Ministry of Foreign Affairs in your country. This usually includes notarisation, translations or other authentication steps. The documents you will be expected to take along with you usually include:

• The original documents that are to be legalised.
• A national identification like an international passport or national ID card.
• Photocopies of your documents.
• Proof of payment of legalisation fees.
• A filled application form, usually from the Ministry of Foreign Affairs of the country.
   

3. Submit the Documents: Submit your documents to the Ministry of Foreign Affairs along with any required fees set by your country. This can often be done in person or through their designated channels.

4. Wait for Processing: Wait for the Ministry of Foreign Affairs to process your request. Processing times for every country are different, so it's advisable to check with them for an estimated time. 
 

5. Receive the Apostilled Documents:  Once the apostille is issued, you can either pick up the documents in person or have them mailed to you, depending on the options provided by the Ministry of Foreign Affairs in your country. Before travelling to Belgium, ensure that the apostille has been properly affixed as per the requirements of the Hague Apostille Convention. Here are some of the things to check for: 

• The Seal and Signature: Look for the official seal of the competent authority that issued the apostille. There should also be a signature of an authorised representative from the apostille office.
   
• Verify the Document: Ensure the apostille is attached to the correct document. Check that the details on the apostille, such as the parties' names, match the document's information. 
   
• Check for Watermarks or Security Features: Every country’s apostille has security features such as watermarks, numbers, barcodes, etc., to prevent forgery. Make sure to confirm which security features are present in your country’s apostille and that they are present in your apostille.
   
• Examine the Language: Make sure that the language on the apostille is consistent with the language used in the official documents of your country.
   
• Use Online Verification Tools: Many countries have online verification tools where you can check the apostille to confirm its authenticity. Belgium, for instance, uses the LegalWeb platform where you can input information about your apostille and confirm that it is legitimate. 
   

Get Translations With Translayte

Remember that every foreign document that is not in German, French or Dutch needs to be translated by a sworn translator in Belgium. Likewise, documents leaving Belgium need to be translated into the official language of the receiving country. Translayte is your best bet for getting locally relevant professional translation services like Dutch to English translations, French to English translations, German to English translations and many more. Meeting the standards set by international authorities is our top priority. 

Our professional translators ensure that your documents are not just translated, but are in line with Belgian standards. Give it a try and request a free quote in a few easy steps.
 

FAQs 

 

Does Belgium Require an Apostille?

Yes, documents going to and from Belgium require an apostille because Belgium joined the Hague Convention on the 9th of February 9, 1973. 
 

Where Can I Legalise Documents in Belgium?

Legalisation of documents is done by the Ministry of Foreign Affairs, Foreign Trade and Development Cooperation in Brussels (FPS Foreign Affairs). 
 

How do I Get Something Notarized in Belgium?

You can notarise something at a public notary in Belgium. Book an appointment at a notary of your choosing, take the original document and a valid identification and your document will be notarised. You can also get a notarised translation on translayte.com. All you have to do is click “order a translation”, upload your document in your preferred format, choose the languages and the type of translation you want and select “notarisation”. 
 

Are There Notaries in Belgium?

Yes, there are over 1600 public notaries in Belgium. If you are a Belgian citizen, you are free to choose any notary you wish and they are all able to assist you in whatever notarial request you may have.
 

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