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CertiDocsThe practical guide

Translate medical documents in Belgium

A medical file contains particularly sensitive data. Send only the necessary version through a suitable channel after confirming the recipient's requirements.

Understand the process
Last updated Editorial lead : Hiliyeh Bashir5 sources

Medical documents do not all follow one rule

A doctor's report, visa certificate, insurance file and court exhibit have different recipients and certification needs. Confirm the expected format.

Medical certificate for a long stay

The Immigration Office states that the standard certificate must be less than six months old for a visa application. Abroad, signature legalisation depends in part on whether the doctor is accredited by the Belgian post.

Privacy during translation

The GDPR strongly protects health data. Remove duplicates, confirm necessary pages and use a document channel rather than a public share link.

Documents to prepare

  • Exact type: certificate, report, results or file
  • Recipient and exact purpose
  • Strictly necessary pages
  • Standard, sworn or multilingual form

Steps to follow

  1. Ask for the exact list

    Get the document list and format from the doctor, insurer, authority or lawyer.

  2. Reduce to what is needed

    Separate the necessary certificate from the full medical file and duplicates.

  3. Choose the certification level

    Confirm whether a sworn translation is required and in which language.

  4. Use a suitable channel

    Avoid public links and keep a record of what was sent.

Good to know

Guides

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Recognised refugee or stateless person: the CGRS may issue certain civil-status certificates when the home-country record cannot be obtained.

Subsidiary protection and civil-status documents

The CGRS does not issue the same documents to subsidiary-protection beneficiaries as to recognised refugees. Check the correct route.

Guides

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For your application

Apostille, legalisation and foreign documents

The right order for authentication, eLegalisation and sworn translation, including for refugees, stateless persons and companies.

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Frequently asked questions

+Must medical documents be translated by a sworn translator?
Not automatically. It depends on the recipient and procedure. An authority or court may require it, while a doctor may accept a working translation.
+Should the whole medical file be sent?
Not by default. Ask which records are needed and send only the useful scope.
+Must a visa medical certificate be legalised?
According to the Immigration Office, an accredited doctor's signature does not need legalisation; otherwise the local and consular legalisation chain may apply.
+Why avoid a public link for the file?
Because a medical file contains specially protected health data. Limit access and the amount shared.

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 sourceEUR-Lex - GDPR Article 9 on health dataOfficial sourceBelgian Data Protection Authority - Health dataOfficial sourceImmigration Office - Medical certificate for a long stayOfficial sourceFPS Justice - National register of sworn translators and interpretersOfficial sourceFPS Justice - Legalisation of sworn translations

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