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CertiDocsThe practical guide

Transcription of a foreign birth certificate in Belgium

Check whether the certificate is already registered, whether a multilingual form is enough and which version the municipality requires before ordering translation.

Understand the process
Editorial lead : CertiDocs Team3 sources

Transcription and BAEC/DABS: what does registration do?

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A recognised foreign birth certificate can be entered in Belgium’s civil-status database (BAEC/DABS) by the competent officer. FPS Foreign Affairs recommends registration for records concerning a Belgian or a Belgian family member. Once registered, copies or extracts can be obtained in Belgium or from a Belgian consulate.

Official sourceFPS Foreign Affairs - Birth abroadFPS Foreign Affairs - Foreign civil-status records and BAEC/DABS

EU birth certificate: apostille and translation?

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For a public birth certificate issued in one EU country and presented to an authority in another, Regulation 2016/1191 removes the apostille requirement. A multilingual standard form attached to the certificate may avoid translation; a certified translation may exceptionally be requested if the information remains insufficiently clear. This simplification does not determine recognition of the certificate’s legal effects.

Official sourceYour Europe - Translation and authenticity of records

Already transcribed: must you obtain the certificate abroad again?

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If the foreign certificate was transcribed into a Belgian municipality’s older registers, contact that municipality for migration into BAEC/DABS. If already registered, request a copy or extract from a Belgian municipality or consulate. If neither transcribed nor held in the relevant Belgian archives, request it from the foreign issuing authority.

Official sourceFPS Foreign Affairs - Foreign civil-status records and BAEC/DABS

Preparation advice from CertiDocs

Before translation: check these three situations

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Start from the certificate’s actual status. This table is CertiDocs preparation advice; the municipality confirms the documents accepted for your application.

  • For a quote, send all legible pages and reverse sides, marginal entries and annexes. Have the recipient confirm the translation scope before excluding a page or stamp.
  • Message to adapt: ‘My birth certificate from [country] was issued on [date] and is [already transcribed / not registered]. Which copy, language and formalities are required for registration?’
Before translation: check these three situations
Your situationWhat to checkNext step
Certificate already registered in BelgiumBAEC/DABS or older registers?Request the available copy before ordering the foreign certificate and translation again.
EU birth certificateMultilingual form attached and content understandable?Have the certificate and form assessed together before paying for translation.
Non-EU certificate or missing documentIssuing authority, required copy and formalities?Obtain the recipient’s list, then collect all relevant pages.

Documents to prepare

  • Country, authority and certificate issue date
  • Earlier transcription or BAEC/DABS registration checked
  • Complete certificate and any multilingual form collected
  • Language and formalities confirmed by the recipient

Steps to follow

  1. Identify the application

    Country, authority and certificate issue date

  2. Collect the documents

    Earlier transcription or BAEC/DABS registration checked

  3. Check supporting documents

    Complete certificate and any multilingual form collected

  4. Confirm before translating

    Language and formalities confirmed by the recipient

Good to know

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Frequently asked questions

+What does BAEC/DABS mean for a foreign certificate?
A recognised foreign birth certificate can be entered in Belgium’s civil-status database (BAEC/DABS) by the competent officer. FPS Foreign Affairs recommends registration for records concerning a Belgian or a Belgian family member. Once registered, copies or extracts can be obtained in Belgium or from a Belgian consulate.
+Does an EU birth certificate need an apostille?
For a public birth certificate issued in one EU country and presented to an authority in another, Regulation 2016/1191 removes the apostille requirement. A multilingual standard form attached to the certificate may avoid translation; a certified translation may exceptionally be requested if the information remains insufficiently clear. This simplification does not determine recognition of the certificate’s legal effects.
+Where can I get a copy of an already transcribed certificate?
If the foreign certificate was transcribed into a Belgian municipality’s older registers, contact that municipality for migration into BAEC/DABS. If already registered, request a copy or extract from a Belgian municipality or consulate. If neither transcribed nor held in the relevant Belgian archives, request it from the foreign issuing authority.
+Which pages should I send for a translation quote?
For a quote, send all legible pages and reverse sides, marginal entries and annexes. Have the recipient confirm the translation scope before excluding a page or stamp.
+Must an apostille always precede translation?
Clarify which formality applies to which item: original record, copy or translation. Check applicable exemptions. A translation request alone does not mean you need to obtain an apostille.

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 - Birth abroadOfficial sourceFPS Foreign Affairs - Foreign civil-status records and BAEC/DABSOfficial sourceYour Europe - Translation and authenticity of records

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