You are preparing a Schengen visa application in Belgium and need to have some documents translated? This process requires rigour: not all documents need the same level of translation, and one mistake can lead to the rejection of your file. Here is the complete guide to make sure you miss nothing.
Why embassies require translations for the Schengen visa
The Schengen area comprises 27 European countries. The embassies and consulates that process Schengen visa applications receive files from nationals worldwide, with documents in dozens of different languages. To be able to verify the authenticity and content of each document, they require translations into the official language of the country processing the application - generally French, Dutch or German for Belgian embassies, or the national language of the Schengen country concerned.
The fundamental distinction to be aware of: some civil status documents require a sworn translation (i.e. produced by an officially accredited translator with an official stamp), while other documents can make do with a standard professional translation. Confusing the two is the most common mistake and can lead to the immediate rejection of the application.
Good to know
Always check the specific requirements of the embassy or consulate where you are submitting your file. Requirements may vary slightly from one Schengen country to another. When in doubt, a sworn translation is always accepted where a simple translation suffices - but the reverse is not true.
Documents that always require a sworn translation
Civil status documents have legal force. They prove your identity, family situation and civil status. For these documents, embassies systematically require a sworn (certified) translation produced by an accredited translator:
Civil status documents
- Birth certificate: the most frequently requested document. If your birth certificate is in a language other than French, Dutch or German, a sworn translation is mandatory
- Marriage certificate: required for family reunification applications or where marital status is relevant
- Divorce decree: if your marital situation has changed, the translated divorce decree may be required
- Death certificate: in certain files (inheritance, visa for bereaved relatives)
- Family record book: to prove family ties
Judicial and status documents
- Criminal record certificate: some visas (work, long-stay) require it translated and sworn
- Guardianship or custody orders: for files involving minors
Documents for which a standard professional translation generally suffices
These documents support your file but do not have direct legal force. A quality professional translation, without a sworn declaration, is generally accepted:
Financial documents
- Bank statements for the last 3 months: proof of sufficient resources
- Pay slips
- Employer attestation or employment contract
- Accounts for self-employed persons
- Retirement or pension certificate
Accommodation and housing documents
- Proof of address (electricity bill, rent receipt)
- Invitation letter from a private host accompanied by proof of accommodation
- Hotel or tourist accommodation reservation
Diplomas and academic documents
- School or university enrolment certificate (for student visa)
- Diplomas where required for the type of visa (work visa, scientific visa)
TranslateBE
Are you preparing a Schengen visa file?
TranslateBE translates your documents within 48 hours (standard) or 24 hours (express). Sworn translators available for all languages.
Request a free quoteThe complete table by document type
| Document | Translation type required | Standard turnaround | Express turnaround |
|---|---|---|---|
| Birth certificate | Sworn - mandatory | 2-3 days | 48h |
| Marriage certificate | Sworn - mandatory | 2-3 days | 48h |
| Criminal record certificate | Sworn - mandatory | 2-4 days | 48h |
| Bank statements | Standard professional | 24-48h | 24h |
| Employment contract / attestation | Standard professional | 24-48h | 24h |
| Proof of address | Standard professional | 24h | Same day (urgent) |
| Invitation letter | Standard professional | 24h | Same day (urgent) |
| Foreign diploma | Sworn (recommended) | 2-3 days | 48h |
Practical tips for preparing your translation file
Start as early as possible
The administrative delays for obtaining certain documents in your country of origin (civil status documents, apostilled criminal record certificates) can be long. Do not wait until you have your embassy appointment to request these documents. Ideally, start the translation process 2 to 3 weeks before your consular appointment.
Provide good-quality originals
For sworn translations, the translator must be able to read every element of the original document clearly. A poor-quality scan or a partially illegible document increases turnaround times. Ideally provide a high-resolution scan (minimum 300 dpi) or a clear photo taken in natural light.
Check whether an apostille is required
For some countries, official documents must be apostilled (legalised) before being translated. An apostille is an official stamp affixed by the competent authority of the country of origin, certifying the authenticity of the document. Without an apostille, some embassies will not accept the sworn translation of the document.
Group your file and have it processed at once
Send all your documents for translation at the same time. This allows the agency to process your file consistently, apply uniform terminology across documents and often optimise the overall turnaround time. Some agencies also offer a reduced rate for files containing multiple documents.
FAQ
Frequently asked questions
Must I provide the original document with the sworn translation?
In most cases, embassies accept a certified copy of the original accompanied by its sworn translation. Some require the original to be presented at the appointment, however. Check the specific requirements of the relevant embassy. In practice, it is always better to bring the original to the file submission, even if it is not strictly required.
Should the translation be in the language of the Schengen country or in French?
That depends on the country issuing the visa. For a Schengen visa submitted at the Belgian embassy, the translation must be in French, Dutch or German depending on the competent region. For a visa submitted at a Spanish or Italian embassy, Spanish or Italian will be required. Always specify the visa-issuing country when requesting your quote - this determines the target language of the translation.
How long is a sworn translation valid?
There is no legal expiry date for a sworn translation as such. It is the original document that has a validity period (for example, a recent extract of a birth certificate is often required, dated less than 3 or 6 months ago). If your original document is still valid, so is the sworn translation. In practice, some embassies request a translation produced within the last 6 months - always check with the relevant consulate.
Can documents be translated urgently for a Schengen visa?
Yes, the 24-48 hour express option is available at TranslateBE for most common visa documents (birth certificate, bank statements, employment contract). For urgent processing, indicate this from your first quote request, specifying your deadline. Express sworn translations are possible but require the sworn translator to be available - enquire as early as possible.
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