CertiDocsThe practical guide
Sworn translation refused in Belgium
Identify the refusal reason: source document, language, required details, signature or requested format. Check the issue before ordering a new translation.
Understand the processWhat exactly does the refusal say?
Link to this sectionAsk which element prevents submission: language, source document, required details, signature or format. Keep the refusal message and the version actually submitted. Our practical advice: clarify the problem before ordering a new translation; retranslating the same file may not solve an issue with the source document.
What should you check on the translation?
Link to this sectionUnder the ordinary Belgian procedure, compare the name and VTI with the register, including authorised languages. Check the closing details, signatures and required digital or paper version too. FPS Justice provides a legalisation procedure, including when the professional cannot sign electronically. The VTI number alone does not replace these checks.
How should you prepare the replacement?
Link to this sectionSend the reason and documents to the professional, then clarify the specific correction and any cost. Keep the old version and request a newly signed file if the content changes. For use abroad, confirm applicable legalisation formalities separately. A replacement document alone does not guarantee acceptance of the application.
Preparation advice from CertiDocs
Translation refused: who should you ask to correct it?
Link to this sectionFirst identify the document and reason named in the written refusal. This table suggests whom to contact to avoid ordering a complete new translation without a diagnosis. A source-document defect and a translation error call for different interventions.
- Message to adapt: ‘My application [reference] was refused on [date]. Could you specify the affected document, the unmet requirement and the expected format for the correction? I attach the message received and the version submitted.’
| Your situation | What to check | Next step |
|---|---|---|
| Name or date differs between source and translation | Identify the page and both exact entries without editing the signed file. | Send the comparison to the translator for review and, if needed, a newly signed version. |
| The error is already in the original certificate | Does the translation accurately reproduce what the certificate says? | Ask the issuing authority about correcting the certificate, then have the impact on the translation checked. |
| The reason only says ‘non-compliant document’ | Is the issue actually the language, format, signature or document age? | Ask the authority which document and exact requirement are involved before obtaining another quote. |
Documents to prepare
- Exact refusal reason and recipient’s instructions
- Complete source document and submitted translation
- Identity, VTI, languages and signatures to check
- Correction, delivery format and any cost clarified
Steps to follow
Obtain the reason
Ask which specific point needs correcting for this submission.
Have the documents checked
Review the refusal, source and translation with the professional.
Receive the appropriate version
Check corrections and format before resubmitting.
Guides
On the same topic
Other steps to prepare. ChatGPT, AI or a sworn translator?.
Sworn translation: required details and VTI number
Find the name, VTI number and details to check on the translation.
Sworn PDF translation: electronic signature or a scan?
Check a signed PDF and prepare the required digital or paper version.
Simple or sworn translation in Belgium?
Understand the difference between an informative and a sworn translation.
For your application
Related documents
Common translations
Budget
Prepare your translation request
Choose the document type in the form to see your fixed price.
One fixed price per complete document, regardless of page count. Confirm the price before submitting. See all prices
Frequently asked questions
+−Why was it rejected if the VTI number is present?
+−Should I order a new translation immediately?
+−Can I correct the signed PDF myself?
+−When should I contact the FPS Justice national register?
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.