How are documents from Bulgaria legalized for Belgium

Belgium is among the preferred destinations for Bulgarians seeking education, employment, or business opportunities in the heart of Europe. As a member of the European Union and an important economic hub, the country offers broad prospects for both professional and personal development.

However, for your documents to be recognized by Belgian institutions – universities, employers, administrative bodies, or courts – they must first undergo a legalization process. Legalization is not a mere formality but a mandatory procedure that confirms the authenticity of Bulgarian documents and grants them legal force abroad. Without it, even crucial documents – diplomas, birth certificates, company registrations, or court rulings – can be rejected and delay important processes.

The good news is that both Bulgaria and Belgium are parties to the Hague Apostille Convention of 1961, which simplifies the procedure: in most cases, applying an apostille and providing a certified translation into one of Belgium’s official languages (French, Dutch, or German) is sufficient.

In this article, we will cover:

• what legalization for Belgium means and which documents it applies to;
• the main steps in Bulgaria and afterwards in Belgium;
• the most common mistakes and how to avoid them;
• and how professional assistance can make the process easier.

1. What does document legalization for Belgium mean?

Legalization is the process by which an official document issued in Bulgaria is certified so that it is recognized as valid in Belgium. It serves as a guarantee that the document is authentic and can be used before Belgian authorities – universities, employers, courts, or administrative bodies.

Key terms to distinguish:

Notarial certification

This is a confirmation by a notary of the authenticity of a signature or content. For international use, it is often applied to copies of documents or powers of attorney. However, notarial certification alone is not sufficient for Belgium.

Apostille (the key element)

Since both Bulgaria and Belgium are parties to the Hague Convention, the apostille is the mandatory authentication required for documents exchanged between the two countries. It is a special stamp applied by the competent authority in Bulgaria (e.g., the Ministry of Education and Science, the Ministry of Justice, or the Ministry of Foreign Affairs, depending on the type of document).

👉 Without an apostille, Bulgarian documents will not have legal validity in Belgium.

Certified translation

After the apostille is applied, documents must be translated into one of Belgium’s official languages – French, Dutch, or German – depending on the region and institution where they will be used. The translation must be carried out by a sworn translator to be accepted.

2. Which documents require legalization?

Not all documents need legalization, but there are several key categories frequently requested by Belgian institutions.

Personal documents

• Birth certificates;
• Marriage or divorce certificates;
• Certificates of marital status;
• Criminal record certificates.

👉 Required for marriage in Belgium, residence permits, citizenship applications, or employment procedures.

Educational documents

• Secondary school diplomas
• Higher education diplomas (bachelor’s, master’s, PhD);
• Diploma supplements and academic transcripts;
• Certificates of professional qualification.

👉 Needed when applying to universities, recognizing educational degrees, or starting work in Belgium.

Company documents

• Certificates from the Bulgarian Commercial Register;
• Articles of incorporation, statutes, and board resolutions;
• Powers of attorney for representatives;
• Business contracts and agreements.

👉 Needed when applying to universities, recognizing educational degrees, or starting work in Belgium.

Court and administrative documents

• Court rulings;
• Notarial deeds;
• Administrative certificates.

👉 Used in legal and administrative proceedings, such as recognition of judgments or enforcement of rulings in Belgium.

3. Step-by-step legalization procedure

For Bulgarian documents to be accepted in Belgium they go through a couple of steps:

In Bulgaria

1. Issuance or retrieval of the document

1. • For diplomas, certificates, or acts, an original or official copy is required.

2. Application of an apostille

1. • Depending on the document type, the apostille is issued by:
     • Ministry of Justice – for court and notarial acts;
     • Ministry of Foreign Affairs – for administrative documents;
     • Ministry of Education and Science – for educational diplomas and certificates.

3. Translation into an official language of Belgium

1. • The document must be translated into French, Dutch, or German by a sworn translator.
   • The translation is attached to the original or a notarized copy.

In Belgium

• Bulgarian documents with apostille and certified translation are generally accepted directly.
• In specific cases (e.g., educational diplomas or professional qualifications), an additional procedure of equivalence or nostrification may be required, carried out by Belgian universities or competent authorities.

👉 Once these steps are complete, your documents have full legal force in Belgium and can be used for study, work, business, or administrative purposes.

4. Practical preparation tips

Although simplified by the Hague Convention, legalization can still be tricky. Here’s how to prepare effectively:

Deadlines and planning

• Start early – apostille and translation can take weeks.
• Check institutional deadlines in advance (especially universities or job applications).

Language of translation

• Belgium has three official languages: French, Dutch, and German. Choose according to the region (French for Brussels/Wallonia, Dutch for Flanders).
• Some universities or companies accept English, but always confirm beforehand.

Purpose-based requirements

• For education: include transcripts with grades alongside diplomas.
• For employment: certificates of qualification or professional experience are often needed.
• For business: check if partners require legalized contracts or corporate registrations.

👉 Preparing the correct set of documents upfront saves time, money, and administrative complications.

5. Common mistakes and how to avoid them

Even when the procedure is easy to follow, there are still mishaps that can lead to delays or even rejection from the Belgian authorities. Here are the most common ones:

 Missing apostille

Documents with only a notarial certification or translation are not valid for Belgium. Apostille is mandatory.

Incorrect or incomplete translation

Translations must be sworn and in the correct language for the region. Errors in terminology or missing pages may lead to rejection.

Incomplete sets of documents

Often only the diploma is provided without its supplement. Belgian institutions typically require full sets.

Delayed preparation

Starting late can cause missed university deadlines or job applications.

👉 How to avoid these issues?

• Always verify requirements of the receiving institutions.
• Use a checklist to track documents.
• Begin at least one month in advance.

6. Professional assistance and alternatives

Although self-legalization is possible, many individuals and organizations prefer professional help due to time constraints and administrative complexity.

When to use an intermediary?

• Large sets of documents;
• Tight deadlines;
• Regulated professions (doctors, engineers, teachers);
• Uncertainty about competent institutions.

What services do specialized firms provide?

• Full process management – from duplicates and apostille to translation;
• Sworn translations into French, Dutch, German, or English;
• Checks for presence of required documents before submission;
• Assistance with nostrification or recognition of diplomas in Belgium.

Benefits for clients

• Saves time and administrative effort;
• Reduces risk of errors or rejections;
• Ensures smooth acceptance of documents;
• Lets you focus on your real goals – study, work or business.

In many cases, professional support is the fastest and most reliable solution.

7. Conclusion

Legalizing documents from Bulgaria for Belgium is a necessary step if you plan to study, work, do business, or handle personal matters there. Since both countries are Hague Convention members, the process is simplified – in most cases, apostille and certified translation suffice.

The most commonly legalized documents include civil status certificates, diplomas and supplements, company papers, and court rulings. In some cases – particularly regulated professions or academic recognition – additional nostrification may be required.

By preparing in advance and following the correct steps, you can avoid delays, errors, and unnecessary expenses.

👉 This is where Oltrans comes in – a company with long-standing experience in translation and document legalization. Our team offers:

• sworn translations into French, Dutch, German, and English, tailored to academic, legal, and administrative terminology;
• full organization of the process – from apostille to final translation and certification;
• individual support for urgent cases and specific Belgian institutional requirements.

If you are preparing to use documents in Belgium and want them recognized without obstacles, trust Oltrans. With our support, you will complete the process quickly, securely, and stress-free – so you can focus on what matters most: your successful future in Belgium.