Embassy of Belgium in Australia
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Obtaining documents

Conditions documents need to comply with:

  • Originals
    All documents should be the original documents.
     
  • Period of validity
    Dates on documents and specifically deeds concerning civil status should not exceed a period of 6 months at the time of the declaration.
     
  • Translations and use of language
    Documents that were drawn up in a language other than Dutch, French or German, need to be translated in one of these languages. NOTE: An exception exists for Visa applications: documents drawn up in English do not need to be translated.
    It is not necessary for all documents in the same file to be drawn up in the same national language. There is no need to translate documents issued on multilingual forms if one of Belgium’s official languages is included. Translations need to be made by an accredited translator. All translation costs are at the expense of the applicant.

    In Australia documents must be translated (into Dutch, French or German) by a translator accredited by NAATI. You will find a certified translator in your state at the website of NAATI.

    In New Zealand documents must be translated (into Dutch, French or German) by a translator accredited by NAATI or by the Translation Service of the Department of Internal Affairs (DIA).

    You will find a certified translator in New Zealand at the website of NAATI. Please put in ‘NZ’ as the ‘state’.

    Alternatively, you can use the services of the Translation Service of the Department of Internal Affairs in Wellington. The Translation Service can be contacted at:

    The Translation Service
    Department of Internal Affairs
    Level 3, 109 Featherston Street
    PO Box 805
    WELLINGTON
    Freephone: 0800 TRANSLATE (0800 872 675)
    Phone: +64-4-460-2220
    Email: translate@dia.govt.nz

  • Legalisation
    All documents issued by a foreign authority need to be legalized. This includes certified translations. In Australia and New Zealand, this legalisation is possible by having the Apostille affixed (Treaty of The Hague of 05.10.1961). You should have an apostille placed on the original documents and any translations.

    In Australia, the Department of Foreign Affairs and Trade (DFAT) can provide the apostille.

    In Australia, the Australian Passport Offices in capital cities can provide the apostille. You can find more information (including costs and up-to-date information) on the following website: https://dfat.gov.au/about-us/our-services/apostilles-authentications-certificates-of-no-impediment-to-marriage/Pages/apostilles-authentications-and-certificates-of-no-impediment-to-marriage.aspx

    If sending documents by post the documents can be forwarded to the following addresses:
    Australian Passport Office Authentications Section
    GPO Box 2239
    MELBOURNE VIC 3001

    Australian Passport Office Authentications Section
    GPO Box 2239
    SYDNEY NSW 2001

    If lodging documents in person you will need to make an appointment between the opening hours of 8.30am and 1.00pm.
    Phone: 1300 935 260
    Email: authentications@dfat.gov.au

    Department of Foreign Affairs and Trade (DFAT)
    Canberra – Passport Office            R G Casey Building, Sydney Avenue, Barton ACT
    Adelaide                                          Level 5, 55 Currie Street, Adelaide
    Brisbane                                          Level 17, 150 Charlotte Street, Brisbane
    Darwin                                             Level 5, Northern Territory House, 22 Mitchell Street, Darwin
    Hobart                                             Level 1, 111 Macquarie Street, Hobart
    Melbourne – Passport Office          Level 2, Collins Square, 747 Collins Street, Docklands
    Perth                                               Level 17, Exchange Tower, Sherwood Court, Perth
    Sydney – Passport Office               Level 7, 26 Lee Street (near Central station), Sydney

  • The address of the DFAT office in your state capital is also in your local Yellow Pages.

    Ask the Department of Foreign Affairs and Trade whether one single apostille can be affixed to the whole bundle of documents all at once. That will limit the cost of the legalisation. However, the documents for 2 different applicants cannot be bundled; each applicant has his own file.

    In New Zealand the Authentication Unit of the Department of Internal Affairs can provide the apostille.

    Authentication Unit
    Department of Internal Affairs.
    Wellington
    Freephone: 0800-872-675
    Phone: +64-4- 470-2928
    Fax: +64-4- 470-2921
    Email: authentication@egs.govt.nz
    Please refer to the website.

    Ask the Department of Internal Affairs whether one single apostille can be affixed to the whole bundle of documents all at once. That will limit the cost of the legalisation.
     

  • Copies
    The complete file needs to be submitted to the Embassy as an original accompanied by 2 photocopies.