*Update 04.03.2024 Luxembourg charges removed, see below.*

Original article: In spite of our increasingly digital existence we do sometimes still have to resort to paper-based transactions. Unfortunately, while the Brussels Welcome Office of the European Commission can offer a signature-authentication or certified-true-copy service (almost like a notary!) free of charge, other sites, such as Luxembourg, offer no corresponding service, free or otherwise. The Brussels welcome office even checks rental contracts, great, eh? (For those able to use the service, of course).

Why would you need to authenticate your signature?

For instance, in the situation that your child is going on a school trip and you need to give your authorisation on the form sent by school and a simple signature is not enough. Or, if you want your under-age/minor child to fly alone to another country, you might need to make a sworn statement. There are still many reasons for needing to have your signature authenticated. If you’re in Brussels then this can be done by our colleagues in the Brussels Welcome office.

Where is the paperwork issued valid?

Just bear in mind that, while this service is recognised by the Belgian authorities, the stamp may not be recognised in all Member States or third countries, therefore it is important to check beforehand.

Who can use these services?

Anyone Brussels based and working in one of these institutions can make use of the Brussels Welcome office.

• European Commission
• Council of the European Union
• Economic and Social Committee
• Comm​ittee of the Regions
• European External Action Service
• European Data Protection Supervisor
• Executive agencies in Brussels.

Who cannot use this service?

We find no information on corresponding services offered on other Commission sites, with the exceptions of Luxembourg, where (as always) the situation is different. The signature-authentication service is not available for staff members based in Luxembourg and Certified true copies issued in Luxembourg are for internal use only.

On the other hand, the Luxembourg state abolished the obligation to provide certified copies of administrative documents in 2009. If you do still need a certified copy for use outside the Commission then the Bierger Centre will do it for €2 per copy. The Bierger Centre charges the same fee for signature legalisation and is open 08.00-17.00 Monday-Friday.

Summary

Can any of you tell us what happens on other sites?

As always, we would love to hear from you. Please do not hesitate to get in touch with us or leave a comment below.

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