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Legalisation of documents

Carefully read the information here-below. Applications cannot be accepted if the required documents have not been legalised according to the legalisation procedure applicable, as mentioned below.

What is legalisation?

  • Before a public document (like a diploma) can be used in a country other than the one where it was issued, the origin of the document must be authenticated.
  • A document can only be legalised in the country where it was issued.
  • It is required by the Belgian government to include a legalised copy of your basic diploma in your application for a study programme at Ghent University. The Belgian embassies issue e-legalisations (QR-code)

Please click here for more information.

Which documents?

  • For a valid application you need to submit a legalised copy of the basic diploma and its transcripts or diploma supplement.
  • The diploma and its transcripts must also be translated by a sworn translator into either Dutch, French, German or English, if they were drafted up in any other language.
  • We require the legalisation page, containing the QR-code. 

Which legalisation applies to my documents?

List of countries per legalisation method: To check which legalisation applies to your documents

Belgian Embassy

A standard fee of 20€ is charged per legalisation. Website Foreign Affairs: legalisation

Apostille

Your country has signed the "Hague Treaty" (The convention abolishing the requirement of legalisation of foreign public documents, 1961). You will be required to submit an official copy with original Apostille seal.

Certified Copy

The country where the diploma was issued has an agreement with Belgium concerning the exemption from legalisation (see p.3 of the list). You will be required to submit a certified true copy. 

Refugees

This information is only applicable to applicants with a refugee status or subsidiary protected person or asylum seekers and does not apply to other persons residing in Belgium with a different status.
We request asylum seekers, refugees or subsidiary protected persons to submit a sworn translation of the required documents: beëdigde vertaling gelegaliseerd door de dienst Nationaal Register.

Syria 

Information about the correct legalisation procedure on http://diplomatie.belgium.be/en/services/legalisation_of_documents/

  1. Legalization of the original document by the Ministry of Foreign Affairs in Syria
  2. Legalization by the Syrian Embassy in Beirut
  3. Legalization by the Lebanese Foreign Ministry in Beirut
  4. Legalization by the Embassy of Belgium in Beirut (with translation by a sworn translator in one of the national languages).

Iraq

  1. Legalization of the original document by the Ministry of Foreign Affairs in Iraq
  2. Legalization by the Iraq Embassy in Amman
  3. Legalization by the Jordanian Foreign Ministry in Amman
  4. Legalization by the Embassy of Belgium in Amman (with translation by a sworn translator in one of the national languages).

Yemen

update 11 April 2017: The Belgian Embassy in Saudi Arabia has suspended the legalisation of documents issued in Yemen. Therefore the institution where you have obtained your basic diploma must send us a copy of your diploma and transcripts by e-mail (admission@ugent.be). Your full name and file number must be mentioned in the subject line.

Cameroon, Nigeria

Unfortunately, we receive false documents on a regular basis from these countries. We see ourselves forced to impose stricter conditions.  In addition to the legalisation by the Belgian Embassy or Consulate, the institution where you have obtained your basic diploma must send us a copy of your diploma and transcripts by e-mail (admission@ugent.be). Your full name and file number must be mentioned in the subject line.

Ghana

The legalisation is done at the Belgian Embassy in Abidjan, Ivory Coast.

Unfortunately, we receive false documents on a regular basis from Ghana. We see ourselves forced to impose stricter conditions.  In addition to the legalisation by the Belgian Embassy or Consulate, the institution where you have obtained your basic diploma must send us a copy of your diploma and transcripts by e-mail (admission@ugent.be). Your full name and file number must be mentioned in the subject line.

China

From 7 November 2023, documents issued in Mainland China should have an Apostille attached. Click here for contact information.

Directly from the awarding institution

The University can also send a digital version of the diploma (graduation certificate) and transcripts by e-mail to admission@ugent.be directly. Your full name and file number must be mentioned in the subject line. 
This must be received before the deadline. 

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