Need a translation accepted by a Belgian municipality (commune), a notary, a court, or a university? This guide explains what “sworn translation” means in Belgium, how it differs from certified and “official” translations, which documents are concerned, what format to prepare (PDF vs paper), and the common mistakes that cause refusals — with a practical focus on EN–FR–AR.
⚡ Request ⚡ request.alfawaltranslation.com
EN–FR–AR | Sworn translation • Certified translation • Official translation services (Belgium)
Indicative turnaround: Standard 2–5 business days • Express 24h (subject to availability)
Before ordering: confirm with the receiving authority (municipality/notary/court/university) whether they require a sworn translation (certified by a sworn translator) or if a certified translation is sufficient, and in which format (digitally signed PDF, paper, or both).
Table of contents
Definition: Sworn Translation in Belgium
Differences: Sworn vs Certified vs “Official” translation
When is it required? (municipalities, notaries, courts, universities)
Common document types (civil status, immigration, legal, notarial, academic)
Process & turnaround times (standard / express)
EN–FR–AR focus: names, dates, references, structure
Common reasons for refusal (and how to avoid them)
FAQ
Request (CTA)
Definition: Sworn Translation in Belgium
In Belgium, a “sworn translation” generally refers to an official translation prepared for formal use with public authorities (municipalities, courts, notaries, universities, and administrations). The purpose is not only linguistic accuracy, but also administrative acceptability: the translation must be clear, traceable, and presented in a way that authorities can rely on without back-and-forth.
A sworn translation is designed to be accepted “as is” by the receiving authority: accurate meaning, consistent identifiers, and a formal presentation appropriate for official use.
Differences: Sworn vs Certified vs “Official” translation (Belgium)
These terms are often used interchangeably by the public, but in practice the key point is what the receiving authority requires. “Official translation” is frequently a generic label; when an authority explicitly asks for a sworn translation, a standard “certified” translation may not be enough.
Sworn translation (Belgium)
A translation prepared for official purposes, typically including formal statements and identification elements so it can be relied upon by Belgian authorities and institutions.
Certified translation (Belgium)
A common term for a translation accompanied by a statement of accuracy. It may be accepted in some contexts, but it is not automatically equivalent to a sworn translation if the authority requires a sworn translator’s certification.
“Official translation service” (Belgium)
A broad, non-technical phrase used by users. In many administrative procedures, “official” effectively means “sworn” — but you should always verify the exact requirement with the receiving body.
A broad, non-technical phrase used by users. In many administrative procedures, “official” effectively means “sworn” — but you should always verify the exact requirement with the receiving body.
“Do you require a sworn translation, or will a certified translation be accepted? And do you need a digitally signed PDF, paper originals, or both?”
When is a sworn translation typically required in Belgium?
- Civil status records: birth certificate, marriage certificate, divorce decree, adoption, affiliation
- Immigration files: family reunification, residency procedures, nationality applications
- Court-related documents: judgments, decisions, procedural documents
- Notarial documents: powers of attorney, deeds, contracts, company documents
- Universities: diplomas, transcripts, academic certificates
If your documents are intended for use abroad, an additional step may be required (apostille/legalisation depending on the destination country). Ask for the exact requirement upfront to avoid rework.
Common document types (official documents in Belgium)
Civil status documents
- Birth certificate
- Marriage certificate
- Divorce certificate / decree
- Adoption / affiliation documents
- Official civil status certificates (as applicable)
Immigration & administrative files
- Family reunification applications
- Nationality applications
- Residency documents
- Police clearance / criminal record certificates
- Official attestations (depending on the file)
Legal & courts
- Judgments / court decisions
- Summons / procedural documents
- Contracts and legal documents
- Supporting documents required for a case
Notary-related documents
- Powers of attorney
- Notarial deeds and supporting documents
- Company articles / statutes
- Documents linked to a formal notarial process
Universities & academics
- Diplomas
- Transcripts
- Certificates / attestations
- Academic supporting documents
Process & turnaround times (fast service)
- Send your document (clear scan/photo, all pages, front/back if needed)
- Receive a clear quote (type of translation, PDF/paper format, deadline)
- Translation + format alignment (official structure, headings, references)
- Quality checks (names, dates, identifiers, pagination consistency)
- Delivery (digitally signed PDF and/or paper version depending on requirements)
Indicative turnaround times
- Standard: 2–5 business days
- Express: 24h (subject to availability and volume)
EN–FR–AR focus: what makes or breaks acceptance
EN–FR–AR projects often involve sensitive identity and administrative details. A single inconsistency (name spelling, date format, file references) can delay or block a procedure. A professional EN–FR–AR translation must secure meaning and form: consistent identifiers, faithful structure, and administrative readability.
- Proper names: consistent transliteration across the entire file set
- Dates: consistent day/month/year format + exact match to the source
- References: registry numbers, issuing authority, stamps/notes handled correctly
- Structure: headings, sections, and layout faithfully mirrored
- Terminology: legal/administrative wording suitable for Belgium
Common reasons for refusal (and how to avoid them)
- Incomplete/unclear scan → provide all pages, crisp images, no cut margins
- Wrong translation type → confirm “sworn” vs “certified” with the receiving body
- Wrong format (PDF vs paper) → validate the required format before production
- EN–FR–AR inconsistencies (names/dates/references) → standardize across documents
- Missing marginal notes/annexes → include and translate all relevant parts
FAQ — Sworn Translation Belgium
Which one do I need: sworn or certified?
Follow the receiving authority’s requirement. If they explicitly ask for a sworn translation, choose sworn. If they accept certified, certified may be sufficient in that specific context.
Do you handle EN–FR–AR combinations?
Yes. Alfawal Translation handles EN–FR–AR combinations (EN↔FR, FR↔AR, EN↔AR) depending on the document and the administrative/legal purpose.
How fast can I receive my translation?
Standard: 2–5 business days. Express: 24h may be possible depending on availability and volume.
Request — Get a fast quote (CTA)
To receive a quick and accurate quotation, please complete our request form and upload your document(s). For the fastest processing, make sure your scans/photos are clear and include all pages (front/back if applicable).
- Select the Translation Type: Sworn / Certified Translation or Standard Translation.
- Enter your contact details: Name, Phone, and Email.
- Describe your document(s) (e.g., birth certificate, contract, diploma) and add any useful context in Comments.
- Choose the Source Language (from) and the Target Language (to) — we handle EN–FR–AR combinations (EN↔FR, FR↔AR, EN↔AR).
- Set your Expected Date (preferred delivery date).
- Indicate how many files you will upload (between 1 and 10), then upload the file(s).
- Click Submit — we will review your request and reply with a clear quote and timeline.
⚡ Request ⚡ request.alfawaltranslation.com
EN–FR–AR | Sworn translation • Certified translation • Official translation services (Belgium)
Indicative turnaround: Standard 2–5 business days • Express 24h (subject to availability)