Luxembourg Residence Permit: Document Translation Checklist

80 euros for the application fee, 2-4 months of waiting, and one untranslated document can send your entire case back to square one. That’s the reality of getting a residence permit in Luxembourg as a Ukrainian. The Direction générale de l’immigration (immigration service) sends back incomplete applications without explanation - just a letter in your mailbox. To save you from wasting time and money on resubmissions, here’s the full checklist: which documents you need, what to translate, into which language, and how much it’ll cost.

Types of Residence Permits - What Determines Your Document Package¶

Luxembourg has several types of residence permits (titre de séjour) for citizens of non-EU countries. Each type requires its own set of documents, but the foundation is the same: passport, proof of accommodation, criminal record certificate, and an 80-euro fee.

You submit the application within 3 months of arrival - online through MyGuichet.lu or by post to the Direction générale de l’immigration. All documents must be originals or certified copies (except the passport, where a simple copy is enough).

Base Document Package - Same for All Permit Types¶

Regardless of which type you’re applying for, here’s what you need:

• Copy of all pages of your valid passport
• Proof of accommodation in Luxembourg (rental or purchase agreement)
• Declaration of arrival (déclaration d’arrivée) from your commune
• Criminal record certificate with an apostille - no older than 3 months
• Proof of health insurance
• Receipt for the 80-euro fee payment (IBAN: LU46 1111 2582 2814 0000)

Here’s where it gets interesting: all documents not in French, German, or English must have a sworn translation. For Ukrainian documents, that means translating everything.

Document Checklist for Salaried Workers¶

This is the most common permit type for Ukrainians who’ve found a job in Luxembourg. Here’s the full list:

Main documents: - Everything from the base package (above) - Employment contract signed by both parties - ADEM certificate (National Employment Agency) - authorization to hire a foreigner, obtained by the employer - Diploma or qualification certificate with apostille

What to translate: - Criminal record certificate - sworn translation - Diploma with transcript - sworn translation (the translator translates both the document and the apostille) - Birth certificate - if required, sworn translation

The employment contract is usually already in French or English - no translation needed. Same goes for the ADEM certificate.

One Luxtoday user shared their experience: “Gathered documents in 2 weeks, sent the application - a month later got a letter saying the diploma transcript translation was missing. Another month waiting for the translator, another 2 months of processing. Total - 4 months instead of 2.” The takeaway: gather EVERYTHING at once.

Checklist for Family Reunification¶

If your spouse or child wants to join you in Luxembourg, here’s what’s needed:

Sponsor’s documents (the person already in Luxembourg): - Copy of residence permit - Proof of income (sufficient to support the family) - Proof of accommodation (rental contract with adequate space)

Family member’s documents: - Everything from the base package - Marriage certificate with apostille - sworn translation - Children’s birth certificates with apostille - sworn translation - Custody documents (if applicable) - sworn translation - Criminal record certificate with apostille - sworn translation

The family reunification permit is issued for 5 years. You need to submit the renewal application 2 months before it expires.

Checklist for Self-Employed¶

For entrepreneurs and freelancers, the package is the biggest:

• Everything from the base package
• Business plan with financial projections
• Proof of starting capital (minimum €12,500 for a SARL)
• Proof of financial resources (approximately €2,500 per month)
• Diploma or qualification certificate with apostille
• Business authorization (autorisation d’établissement) - if the activity is regulated
• Criminal record certificate with apostille

What to translate: - Criminal record certificate - sworn translation - Diploma/qualification certificate - sworn translation - Financial documents (bank statements, income certificates) - sworn translation if in Ukrainian

Write your business plan in French or English from the start - it’ll save you money on translation.

Which Language to Translate Into¶

Short answer: French or German - both are accepted. English too, but not everywhere.

The Direction générale de l’immigration on their portal guichet.public.lu states that documents must be “in French, German, or English.” This means English is formally accepted for immigration procedures - and that’s a real hack, because English translation is often cheaper and faster.

But there’s a catch: if you later need to submit documents to a court, notary, or a commune far from the capital - they might only accept French or German.

A detailed breakdown of language choice is in our dedicated article.

Sworn Translation Only - Notarized Translation from Ukraine Won’t Work¶

This is a critical point. Luxembourg recognizes translations from sworn translators (traducteurs assermentés) - people who’ve taken an oath before the Supreme Court of Luxembourg and are listed by the Ministry of Justice.

Notarized translation from Ukraine doesn’t work here. The difference is fundamental: in Ukraine, a notary confirms the translator’s signature, while in Luxembourg, the translator themselves is the legal guarantor of the translation.

Where to find a translator:

• Official Ministry of Justice list - there’s a separate PDF with translators for Ukrainian
• Sworn translator directory - online search by language
• ALTI - Luxembourg Association of Translators and Interpreters

There aren’t many Ukrainian translators yet. If you can’t find an available one - check the Russian translator list too (some work with Ukrainian as well) or contact ALTI for a recommendation.

Apostille: Getting the Order Right¶

Both Ukraine and Luxembourg are members of the Hague Convention. So documents need an apostille for recognition.

Here’s the correct order:

1. Apostille in Ukraine - issued by the Ministry of Justice or regional justice offices
2. Then translation - the translator translates both the document and the apostille
3. Submission - the translated document with apostille is submitted as a single package

The apostille goes BEFORE the translation. If you do it the other way around, the translator will have to redo the work, and you’ll pay twice.

Documents that need an apostille: - Birth certificate - Marriage/divorce certificate - Criminal record certificate - Diploma and diploma supplement - Employment references (if required)

How Much Translation Costs¶

Prices for sworn translation in Luxembourg aren’t regulated - each translator sets their own rates.

Tip: always ask for the price upfront. Some translators charge per source page, others per translated page. And translation from Ukrainian to French is usually longer than the original.

If the institution accepts English, you can save money - through ChatsControl you can get an English translation done in minutes at a much lower cost. But for legal procedures (courts, notaries) you’ll still need a sworn translation into French.

Switching from Temporary Protection to a Residence Permit¶

Temporary protection for Ukrainians in Luxembourg has been extended until March 4, 2027. If you’re employed, you can switch to a regular residence permit as a salaried worker. This gives you a more stable status and opens the path to long-term residency.

What you need for the switch:

• Valid temporary protection document (biometric card)
• Employment contract with a salary no lower than the minimum social wage
• Copy of your Luxembourg social security card
• Renunciation form for temporary protection status (yes, you have to officially give it up)
• 80-euro fee

Apply through guichet.public.lu or at the Direction générale de l’immigration.

Keep in mind: by switching to a work permit, you lose the right to material assistance from the Office national de l’accueil (ONA). Weigh the pros and cons before applying.

Processing Times and What Can Go Wrong¶

• Standard application review period - up to 3 months
• In practice - 2 to 4 months, depending on how busy the immigration service is
• For long-term resident status - up to 6 months (if no response, the application is considered rejected)

After approval, you’re invited for a photo and fingerprinting. A few days later - an invitation to pick up your card.

Common reasons for delays: - Incomplete document package (most often - a missing translation or apostille) - Criminal record certificate older than 3 months at the time of review - Documents without sworn translation (for example, with notarized translation from Ukraine) - Errors in the application form

Tip: make copies of all translated documents before submission. If something gets lost, you won’t have to order the translation again.

FAQ¶

How much does a Luxembourg residence permit application cost?¶

The administrative fee is 80 euros per application. Plus translation costs: €250-400 for a single applicant, €400-600 for a family. Apostille in Ukraine costs extra. Total budget - €400-800 depending on the number of documents.

Can I submit documents with an English translation?¶

For immigration procedures (residence permit, Blue Card, family reunification) - yes, the Direction générale de l’immigration accepts documents in French, German, or English. But for courts, notaries, and some communes, English won’t work. Check with the specific institution before ordering a translation.

How long does the residence permit application review take?¶

The official deadline is 3 months. In practice - 2 to 4 months. After approval, you’re invited for biometrics, and the card is issued a few days later. The main cause of delays is an incomplete document package.

Will they accept a notarized translation from Ukraine?¶

No. Luxembourg only recognizes translations from sworn translators listed by the Luxembourg Ministry of Justice. Some institutions may accept sworn translations from another EU country (like Germany or Belgium), but it’s not guaranteed. The safest bet is to order from a local sworn translator.

Can I switch from temporary protection to a regular residence permit?¶

Yes. If you’re working in Luxembourg, you can apply for a salaried worker permit. You’ll need to officially renounce temporary protection, have an employment contract with a salary at or above the minimum social wage, and pay the 80-euro fee.