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Apostille or legalisation: which one you need

Apostille or legalisation? Understand the right authentication procedure for your foreign documents in Belgium, and in which order to carry out the apostille and certified translation.

Understand the process
Last updated Editorial lead : Hiliyeh Bashir3 sources

What is the difference between apostille and legalisation?

Apostille and legalisation are two authentication procedures for official documents intended for use abroad. The apostille (Hague Convention of 5 October 1961) is a simplified form: a single stamp is sufficient for the document to be recognised in all signatory countries (125 countries including Belgium). Legalisation is the traditional procedure for non-signatory countries: it involves a chain of stamps (municipality, FPS Foreign Affairs, embassy of the destination country). In Belgium, the apostille on Belgian documents is issued by the FPS Foreign Affairs.

Official sourceHCCH - Apostille Conventione-Justice portal - Public documents in the EU

The correct order: apostille first, translation second

A common mistake is having a document translated before it is apostilled. The correct sequence is: obtain the original document in the country of origin, have it apostilled (or legalised) in that same country, then have it translated by a sworn translator in Belgium. The sworn translator will then translate the complete document, including the apostille. If the order is reversed, the apostille will not cover the translation, and the Belgian administration may refuse the document.

Official sourceHCCH - Apostille ConventionFPS Justice - Legalisation of sworn translations

Documents to prepare

  • Original document to apostille or legalise
  • Country check: Hague Convention signatory or not
  • Apostille obtained BEFORE translation
  • Certified translation of document + apostille
  • Copy of identity document

Steps to follow

  1. Check if the country is a Hague Convention signatory

    Check the official list of 125 signatory countries on the HCCH website. If your country is listed, an apostille is sufficient. Otherwise, you will need to go through full consular legalisation.

  2. Obtain apostille or legalisation in the country of origin

    The apostille is issued by the competent authority of the country that issued the document (Ministry of Foreign Affairs, court, etc.). Consular legalisation involves going through the country's Ministry of Foreign Affairs, then the Belgian embassy or consulate.

  3. Have translated by a Belgian sworn translator

    Once the apostille or legalisation is affixed, entrust the complete document (including the apostille) to a sworn translator registered with the FPS Justice. The translation will cover the entire document and its authentication stamps.

  4. Use the document in the administrative procedure

    Your apostilled (or legalised) and translated document is now admissible with Belgian administrations: municipality, court, Immigration Office, notary or any other institution.

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Frequently asked questions

+What is the difference between apostille and legalisation?
An apostille is a single stamp recognised by the 125 signatory countries of the Hague Convention (1961). Legalisation is a chain of authentications required for documents intended for non-signatory countries. The apostille is faster and less expensive.
+Who issues the apostille in Belgium?
For Belgian documents intended for use abroad, the apostille is issued by the FPS Foreign Affairs. For a foreign document intended for Belgium, the apostille must be obtained from the competent authority of the issuing country.
+Should I apostille before or after translation?
Always before. The correct sequence is: original document → apostille in the country of origin → translation by a sworn translator in Belgium. The translator translates the complete document including the apostille.
+My country is not a Hague Convention signatory, what should I do?
For non-signatory countries (e.g. DR Congo, certain Middle Eastern countries), you must go through consular legalisation: the document is first authenticated by the Ministry of Foreign Affairs of the country of origin, then legalised by the Belgian embassy or consulate on site.
+How long is an apostille valid?
The apostille itself has no expiry date. However, the underlying document may have a limited validity period. For example, a criminal record must generally be less than 3 to 6 months old depending on the Belgian administration requesting it.
+Do European Union documents need an apostille?
Since EU Regulation 2016/1191, certain public documents (birth, marriage, death, civil status) issued in an EU country are exempt from apostille and legalisation when presented in another EU country. A certified translation is still required, however.

Official source

Official sources used

The references below are the public sources used to document this page. The competent authority always retains the final decision.

Official sourceHCCH - Apostille ConventionOfficial sourcee-Justice portal - Public documents in the EUOfficial sourceFPS Justice - Legalisation of sworn translations

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