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CertiDocsThe practical guide

Subsidiary protection and civil-status documents

The trap is copying the recognised-refugee route. The CGRS expressly states that it does not issue civil-status documents to subsidiary-protection beneficiaries.

Understand the process
Editorial lead : CertiDocs Team6 sources

Why the recognised-refugee route does not apply

Link to this section

The CGRS is competent for certain civil-status documents of recognised refugees and stateless persons, but not for subsidiary-protection beneficiaries. This changes the competent route.

Official sourceCGRS - Contact and documents under subsidiary protection

Embassy, then a replacement route

Link to this section

The CGRS directs beneficiaries to their country's embassy for a birth certificate. If impossible, they may approach the justice of the peace for their residence for an affidavit that can replace the certificate in certain procedures.

Official sourceCGRS - Contact and documents under subsidiary protection

Where sworn translation enters

Link to this section

A record obtained from an embassy or country of origin may need translation for the Belgian authority. Translation does not prove impossibility or entitlement to a replacement record.

What judgment 24/2026 suspends

Link to this section

On 26 February 2026, the Constitutional Court suspended certain restrictions for families outside Belgium of subsidiary protection beneficiaries: the fee, two-year wait, material conditions and stricter evidence rules. The operative ruling keeps the suspension in place until publication of the judgment on annulment proceedings.

Official sourceConstitutional Court - Judgment 24/2026 of 26 February 2026

Documents to prepare

  • Decision stating the exact status
  • Civil-status document actually requested
  • Embassy response or evidence of impossibility
  • Belgian authority's translation requirement

Steps to follow

  1. Check the status

    Read the decision: recognised refugee and subsidiary protection do not follow the same document route.

  2. Name the requested record

    Ask the municipality, court or service which record and date it requires.

  3. Try the embassy route

    Keep responses and evidence if the document cannot be obtained.

  4. Confirm replacement and translation

    Before spending money, check whether an affidavit and translation will be accepted in the specific procedure.

Good to know

Guides

On the same topic

Other steps to prepare. Apostille, legalisation and foreign documents.

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The CGRS can confirm a legalisation exemption for certain civil-status documents of a recognised refugee. Documents, sworn translation and limits.

Refugee or stateless person: getting a birth certificate

Recognised refugee or stateless person: the CGRS may issue certain civil-status certificates when the home-country record cannot be obtained.

Foreign document: apostille or translation in Belgium

Distinguish formalities for a foreign document from those for its translation.

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For your application

Apostille, legalisation and foreign documents

The right order for authentication, eLegalisation and sworn translation, including for refugees, stateless persons and companies.

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Frequently asked questions

+Does the CGRS issue a birth certificate under subsidiary protection?
No. The CGRS states that it is not competent to issue civil-status documents to subsidiary-protection beneficiaries.
+Should the country-of-origin embassy be contacted?
The CGRS points to that route for a birth certificate. If it is impossible, keep evidence before considering a replacement route.
+Does an affidavit always replace a birth certificate?
No. The CGRS refers to certain procedures. The authority handling the file must confirm its value in the specific case.
+Does a sworn translation solve the absence of a record?
No. It makes an existing document readable and certified; it does not create the missing record.

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 sourceCGRS - Beneficiary of subsidiary protectionOfficial sourceCGRS - Contact and documents under subsidiary protectionOfficial sourceCGRS - Documents for recognised refugees and stateless personsOfficial sourceFPS Justice - National register of sworn translators and interpretersOfficial sourceFPS Justice - Legalisation of sworn translationsOfficial sourceConstitutional Court - Judgment 24/2026 of 26 February 2026

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