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CertiDocsThe practical guide

Sworn PDF translation: electronic signature or a scan?

A drawn or scanned signature on a page is not the file’s electronic signature. Keep the PDF received from the professional so you can check its signer and integrity.

Understand the process
Last updated Editorial lead : Hiliyeh Bashir5 sources

Which signature does a Belgian sworn translation require?

Under the Belgian digital procedure, the professional adds the required qualified electronic signature alongside the handwritten signature or its image and the identification details. If the translator cannot sign electronically, FPS Justice legalisation is available. Do not conclude a document is irregular solely because its certificate names the FPS rather than the translator: check which procedure was used.

Official sourceFPS Justice - Legalisation of sworn translationsJustel - Act of 6 December 2022, Article 34: qualified electronic signature

How do you check the PDF signature?

Open the received file in a reader that can validate signatures, such as Acrobat. Use the Signatures panel to validate it and inspect the signature properties and signer’s certificate. Compare the identity and check the signed content’s status. This technical check does not verify translation accuracy or the professional’s authorised languages: the register is a separate check.

Primary sourceAdobe - Validate digital signatures in a PDFFPS Justice - National register of sworn translators and interpreters

Why a scan or ‘Print to PDF’ can cause a problem

A scan preserves the page’s appearance, not the original file’s cryptographic signature. Keep the signed PDF as delivered; a screenshot or a new PDF created by printing cannot verify the original signature. If a portal needs a smaller file, ask the professional for a suitable version instead of altering the signed document yourself.

Primary sourceAdobe - Validate digital signatures in a PDF

What if the authority requires paper?

FPS Justice describes a printed version displaying the electronic stamp with a physical signature added by hand by the translator. Printing at home does not add that handwritten signature. Request the version for the intended use. For another country, confirm its specific formalities; the Belgian signature does not automatically waive apostille or legalisation requirements.

Official sourceFPS Justice - Legalisation of sworn translationsFPS Foreign Affairs - Legalisation and apostille of documents

Signature not verified: what next?

A reader warning alone does not prove forgery. Read its details and ask the professional for the original signed file and an explanation. Do not change trust settings merely to obtain a green indicator. Equally, a technically valid signature does not grant sworn status to ChatGPT output: an authorised person and the legal details are also required.

Primary sourceAdobe - Validate digital signatures in a PDFFPS Justice - Legalisation of sworn translations

Documents to prepare

  • Original PDF from the professional
  • Signature status and certificate inspected
  • Identity, VTI number and languages checked separately
  • Digital or paper format confirmed by the recipient

Steps to follow

  1. Keep the delivered file

    Use the original PDF without converting it to an image.

  2. Inspect the signature

    Open the validation panel and inspect the signer’s details.

  3. Resolve doubts before submission

    Ask the professional for the version and formalities suited to your procedure.

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Frequently asked questions

+Can a sworn translation received by email be valid?
Yes, if the file meets the applicable formalities. Check its signature and required details, then the recipient’s accepted format. Email alone certifies nothing.
+Can I compress or merge my signed PDF?
Keep the original: these operations can alter or remove signatures. Ask the professional for a version suited to the portal limit and signed after modification.
+The translator cannot sign electronically: what next?
FPS Justice provides a legalisation procedure for this situation. Ask the professional for the legalised version suited to your use; a signature image added to the PDF does not replace that procedure.
+Is a scanned signature enough for a sworn PDF translation?
It may represent the physical signature on the digital version. It does not replace the required electronic signature or applicable FPS legalisation.
+Can I submit a simple printout of my PDF?
Confirm the format with the recipient. The paper version described by the FPS also bears the handwritten signature added by the translator.
+Does a green indicator guarantee my application’s acceptance?
No. Technical validation concerns the signature and signed content. The translator’s authorisation and recipient’s requirements still need checking.

Primary source

Sources and documentation used

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

Primary sourceFPS Justice - Legalisation of sworn translationsPrimary sourceJustel - Act of 6 December 2022, Article 34: qualified electronic signaturePrimary sourceAdobe - Validate digital signatures in a PDFPrimary sourceFPS Justice - National register of sworn translators and interpretersPrimary sourceFPS Foreign Affairs - Legalisation and apostille of documents

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