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Transcription of a foreign birth certificate in Belgium

Transcription is not just about showing the record: you must determine whether the competent municipality or consular post can accept it as is, whether it must be apostilled or legalised and in which language a sworn translation will be useful.

Understand the process
Last updated Editorial lead : Hiliyeh Bashir2 sources

What is transcription for?

It allows the foreign record to be entered in the competent Belgian registers. This can simplify certain later steps in Belgium, but transcription requires a record that can actually be used by the Belgian authority handling the case.

Does the record need an apostille?

Not always: it depends on the country of origin and on the applicable authentication route. Before ordering a translation, check whether the record first needs an apostille or legalisation.

When is a sworn translation needed?

When a municipality or consular post cannot use the record or its relevant entries directly. A sworn translation may also need to cover the relevant entries of the apostille or legalisation.

Documents to prepare

  • Complete and readable copy of the foreign birth certificate
  • Apostille or legalisation if the country of origin requires it
  • Sworn translation if the record cannot be used directly
  • Check of the competent municipality or post

Steps to follow

  1. Check the competent authority

    Identify the municipality or consular post to which the file will be submitted.

  2. Obtain the full record

    Work from a complete, readable and preferably recent copy of the record.

  3. Authenticate if needed

    Obtain an apostille or legalisation if required for the foreign record.

  4. Translate what is useful

    Have the record translated and, if needed, the relevant entries of the apostille or legalisation as well.

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Frequently asked questions

+Is transcription mandatory?
Not always. It becomes useful or necessary depending on the later step you want to take in Belgium.
+Does the apostille also need translation?
Often, at least the relevant entries need translating so that the authority understands the authentication of the document.
+Is a short-form copy enough?
In practice, it is better to work from a complete and readable copy of the record.
+Will the same translation work for every municipality?
Not necessarily. The useful language depends on the authority handling the file.
+Should the document be apostilled before translation?
Yes. In a sound file, any required authentication of the foreign record comes before the useful 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.

Official sourceFPS Foreign Affairs - NaissanceOfficial sourcee-Justice portal - Public documents in the EU

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