Legalisation of documents

A document that is official and legal in one country is not necessarily official and legal in another. Many documents must therefore be legalised if you wish to use them abroad.

The legalisation process involves checking the origin of the relevant document. Legalisation is official confirmation that the signature of the civil servant that has signed a document, or the seal or stamp on the document, is legitimate.

It is not only the signature of the person that has issued the document that is legalised, the process can also legalise the signature of the legalising registrar. Every signature, every seal and every stamp will be legalised by the person authorised to do so and who is familiar with each signature, seal or stamp. This explains why various legalisations are sometimes required, in a specific order.

A country may have signed up to a legalisation treaty that encompasses agreements about how countries accept one another's official documents. Many countries have signed up to the "Apostille Convention" of The Hague of 5 October 1961. With this, just 1 legalisation is required via an apostille stamp.

Questions and answers about the legalisation of documents

For legalisation from abroad, you can also consult the website of our representative at the location concerned, i.e. Belgian embassies and consulates.

In order to further refine your question, you can also use the Search criteria.

Information for guarantors willing to bear the costs for a non-EU student in Belgium.

Guarantor

A guarantor commits to pay any healthcare, housing, educational and repatriation expenses for a third-country national studying in Belgium for:

• one academic year, or
• the entire duration of the studies, or
• one year after the graduation

by signing a document called ‘Annex 32'.

Other options exist for a student to prove sufficient means of subsistence when applying for a long term visa.

Conditions to be a guarantor

1. Be at least 18 years old. 

2. Have Belgian nationality, or

   be a citizen of the European Union who has a right of residence for more than three months in Belgium or another Member State of the European Union, or

   be a third-country national admitted or authorised to reside indefinitely in Belgium or another Member State of the European Union, or

   be a relative up to the third degree of the third-country national to whom a formal obligation is to be undertaken. 

   Please note: This kinship tie must be proven by documentation – that is, by one or more birth certificates or other official documents, legalised/apostilled where appropriate. If the guarantor cannot validly prove their relationship of kinship in the first, second or third degree, the formal obligation cannot be accepted.
    

3. Have regular and sufficient means of subsistence: earn a net income of minimum 3.279,47 euro/month. (The total amount is explained on Formal obligation | IBZ). As this amount is subject to changes, kindly consult the up-to-date amount on Formal obligation | IBZ.
   
   Attention: Funds obtained from the supplementary assistance systems (social integration income and guaranteed family benefits), financial social services, family benefits, unemployment benefits, integration benefits and transition allowance are not taken into account.

4. Sign the Annex 32 in person at the Embassy of Belgium in Pretoria or the Consulate General in Cape Town (upon appointment).

Procedure

• The guarantor may book an appointment through our online appointment system to sign the Annex 32 and submit the required original supporting documents.

• The legalisation fees can be paid by card on the day of the appointment, or via EFT, in which case you need to provide proof of payment. Cash is not accepted.
• The Embassy/Consulate General will review the application and will contact the guarantor by email in case of incomplete/incorrect documents. The processing time is 5 working days.
• If the requirements are met, the guarantor will be informed by email and can schedule an appointment for collection of the original documents via our online appointment system or arrange for a courier.
• The guarantor will also receive the digitally legalized 'Annex 32' by email. It will be available online on legalweb.diplomatie.be.

Required documents

• Copies of an official identification document for guarantor and student.
• Proof of admission or enrolment at a recognized (public) higher education institution for the student.
• A proof of kinship (one or more birth certificates or other official documents, legalised/apostilled where appropriate).
• A proof of employment. If self-employed: Copy of Company trade license/CIPRO (not older than 6 months). The employment contract must be valid either for at least one academic year or the intended duration of the studies or for 12 months.
• A proof of sufficient income: 3 latest payslips (if available) or SARS ITA34 Income Tax Notice of Assessment of latest tax year available, and bank statements of the past 3 months reflecting your monthly salary income. You must prove you have at least 3.279,47 EUR net of income per month. As this amount is subject to changes, kindly consult the up-to-date amount on Formal obligation | IBZ.

Please note that the list of documents are the minimum requirements for an Annex 32 application. The Embassy reserves the right to request any additional documentation at any time during the processing of the application whenever deemed necessary. An incomplete application may lead to a rejection.

For up-to-date legalisation costs, kindly consult our price list.

Good to know! A non-official English translation is provided under 'Forms'.

Please note! The English translation is a specimen and has no legal validity. Only the official versions, published in the Belgian Official Gazette in French and Dutch, are accepted.