CertiDocsThe practical guide
EU public documents: when an apostille is no longer required
Since 16 February 2019, certain public documents issued in one EU Member State circulate without an apostille in another Member State. That is useful, but limited: the rule covers certain documents and does not remove every translation or acceptance issue.
Understand the processWhich documents are covered?
Link to this sectionThe regulation covers a list of public documents, including certain civil-status records, residence certificates, proof of absence of a criminal record and other precisely defined administrative documents. It does not cover every official document just because it comes from an EU country.
What exactly does the regulation remove?
Link to this sectionIt removes the apostille requirement between Member States for the documents it covers. It does not, however, guarantee that the document will be accepted for every possible legal effect: the receiving authority still retains its margin on the substance.
And what about translation?
Link to this sectionFor covered documents and subjects, the issuing authority can provide a multilingual standard form to accompany the public document. It does not replace the record. A certified translation may then be required only exceptionally if the authority cannot fully understand the content. A bilingual commercial document does not automatically qualify.
Check the European rule
Link to this sectionFor documents covered by Regulation 2016/1191, a certified translation made by a qualified person in one Member State must be accepted in other Member States. This does not automatically validate every translation of every foreign document.
EU certificate: what should you check before paying for translation?
Link to this sectionRecord the issuing country, destination country and document type. Language alone does not determine whether the EU exemption applies. Distinguish these three situations before sending documents to CertiDocs.
| Your situation | What to check | Next step |
|---|---|---|
| Spanish birth certificate for a Belgian municipality | This is a covered document: an apostille cannot be required to establish its authenticity. | Ask the municipality separately which language and format your procedure requires. |
| Certificate with a multilingual standard form | The form accompanies the certificate. A certified translation may exceptionally be requested if its content cannot be understood. | Have both documents checked before ordering an unnecessary translation. |
| EU diploma or document from outside the EU | Regulation 2016/1191 does not exempt every document from every formality. | Start from the recipient’s instructions and exact document type; do not automatically order an apostille. |
Documents to prepare
- Check that the document actually falls within the EU regulation
- Confirm the EU Member State of issue and of destination
- Check whether a multilingual form exists for the document
- Assess whether a translation still remains useful for the receiving authority
Steps to follow
Check the scope of the regulation
Make sure your document and situation actually fall under the EU regulation.
Confirm the receiving authority
Check how the receiving authority actually handles this type of document.
Look for the multilingual form
If it exists for your document, it may avoid the need for a separate translation.
Decide whether translation is still useful
Depending on the document and the receiving authority, a sworn translation may still be the cleanest solution.
Good to know
Guides
On the same topic
Other steps to prepare. Apostille, legalisation and foreign documents.
EU record with a multilingual form: translate it?
Check whether an official form can avoid translation.
Translation made in France or the EU: valid in Belgium?
Have a translation already made in the EU checked.
Bilingual document and translation in Belgium
Check whether a bilingual document still needs translation.
For your application
Common translations
Budget
Prepare your translation request
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One fixed price per complete document, regardless of page count. Confirm the price before submitting. See all prices
Frequently asked questions
+−Do all European documents circulate without an apostille?
+−Does no apostille mean automatic acceptance?
+−Does the multilingual form always replace translation?
+−Does the regulation also apply to non-EU countries?
+−Can I still choose a sworn translation?
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.
CertiDocs analysis: CertiDocs explains the process and helps connect users with a professional. CertiDocs is not a public service and is not affiliated with any authority.