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CertiDocsThe practical guide

Transcript: what a Belgian university actually checks

Prepare complete transcripts, grading scales and annexes. ULB’s specific requirements show why you should confirm the language before translating.

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Editorial lead : CertiDocs Team2 sources

ULB example: official transcripts and accepted languages

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For second-cycle admission, ULB requests higher-education diplomas obtained and official transcripts bearing the institution’s seal and signature. The jury may also request course summaries. ULB accepts French, German, Dutch, English, Spanish, Italian and Portuguese; other languages require sworn translation. This is ULB’s list: check your intended programme’s instructions before applying it elsewhere.

Primary sourceULB - Application documents and languages

Does the Diploma Supplement replace other documents?

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The Diploma Supplement is issued by the institution that awarded the diploma. It helps explain the studies completed but replaces neither the original diploma nor a recognition decision. Provide it alongside requested transcripts; it does not remove an item required by the admissions checklist.

Official sourceEuropass - Diploma Supplement

Preparation advice from CertiDocs

Incomplete, bilingual or hard-to-read transcript: what next?

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This table is CertiDocs preparation advice. Use it to obtain the recipient’s written confirmation before requesting a translation quote.

  • Message to adapt: ‘I am applying to [programme/cycle]. My transcripts cover [years] and are in [language]. Do you accept this complete version? Is sworn translation required, into which language and with which annexes?’
Incomplete, bilingual or hard-to-read transcript: what next?
Your situationWhat to checkNext step
Final year onlyWhich semesters are missing?Compare the admissions list with the full study history and request missing transcripts.
Bilingual version availableDoes it include every field?Confirm acceptance before ordering a new translation.
Illegible legend or sealIs a clearer official file available?Request a new copy from the registry without reconstructing the information.

Documents to prepare

  • University, programme, cycle and deadline identified
  • Diploma and complete official transcripts, legible seals and signatures
  • Grading scales, legends and annexes kept with the results
  • Language, sworn translation and format confirmed by the recipient

Steps to follow

  1. Confirm the route

    University, programme, cycle and deadline identified

  2. Collect the originals

    Diploma and complete official transcripts, legible seals and signatures

  3. Check the annexes

    Grading scales, legends and annexes kept with the results

  4. Prepare submission

    Language, sworn translation and format confirmed by the recipient

Good to know

Guides

On the same topic

Other steps to prepare. Diplomas and equivalence.

Portuguese transcript for a Belgian university

How to prepare a Portuguese transcript for a Belgian university: readable tables, useful legalisation, connected academic records and a sworn translation without cutting away information.

Romanian diploma for a Belgian university

Romanian diploma for a Belgian university: admission, sworn translation at ULB, CNRED documents if requested and bilingual supplement.

Translating a transcript for an enrolment in Belgium

Why the transcript often matters more than expected for university admission in Belgium: credits, grades, chronology and useful translation.

Guides

Guides related to your documents and circumstances.

Student visa refusal in Belgium

Read the refusal reasons and identify what needs reviewing in your file.

Spanish diploma for equivalence in Belgium

How to prepare a Spanish diploma for equivalence in Belgium: the right authority, which annexes to translate, useful legalisation and the records that really matter.

Ukrainian diploma for equivalence in Belgium

How to prepare a Ukrainian diploma for equivalence in Belgium: the right route, useful annexes, legalisation if needed and a sworn translation readable for the authority.

For your application

Diplomas and equivalence

Studies, work, regulated professions and equivalence routes.

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Frequently asked questions

+Do all universities accept the same languages?
Use the relevant programme’s and university’s list. The seven languages listed here are from ULB’s application page; they are not a general rule for Belgium.
+Can I convert my grades before translation?
For translation, keep the original grading scale, credits, course titles and results for each examination session. Ask the institution for an official legend if missing; do not convert the grades into Belgian marks yourself.
+Which pages should I send for the quote?
Send every page, reverse side, legend, seal and signature for the quote. Have the recipient confirm the translation scope before excluding an annex. Request missing pages from the issuing institution.
+Who issues a Diploma Supplement?
The Diploma Supplement is issued by the institution that awarded the diploma. It helps explain the studies completed but replaces neither the original diploma nor a recognition decision. Provide it alongside requested transcripts; it does not remove an item required by the admissions checklist.

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 sourceULB - Application documents and languagesPrimary sourceEuropass - Diploma Supplement

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