Translating with AI for multilingual residents: what is allowed, what works and what to record
Short answer
Public bodies communicate in the official language, but most administrative laws leave room for another language where that serves people better. For information, explanation and conversations at the desk, AI translations are now usable; for decisions and letters with legal effect the official language remains leading and a translation is an aid. Run translations in your own environment: the texts contain personal data.
What the law says
In the Netherlands, Article 2:6 of the General Administrative Law Act requires public bodies to use Dutch, unless a statutory provision says otherwise, but allows another language where that is more effective and third parties are not disproportionately harmed. Other countries have comparable rules: German administrative procedure law names German as the official language, and France requires French in public communication.
In practice: the decision itself is in the official language, but the explanation, the information on the website and the conversation at the desk may be in another language when that helps the resident.
Where AI translation is good enough
| Type of text | AI translation | Human check |
|---|---|---|
| General information on the website | Suitable | Spot check |
| Explanation with a letter or assessment | Suitable, as an annex to the original | Have fixed templates checked once |
| Conversation at the desk or on the phone | Suitable as a live aid | An interpreter when in doubt |
| Decision with legal effect | Only as a service next to the original | Always, by a translator for important decisions |
| Social services and care | Careful: nuance and tone weigh heavily | Always for conversations about rights and duties |
The same goes for incoming texts: AI can translate an objection written in Arabic or Polish for the case handler, but the original remains the document decided on.
Pitfalls
- Terms. Legal terms rarely have an obvious equivalent. Work with an approved glossary the translation follows.
- Tone. A translation that comes out friendlier or sterner than the original misrepresents what is expected of someone. See Plain-language letters with AI: first plain language, then translate.
- Inventions. A model sometimes adds what is not there. See AI hallucinations.
- Say so. Mark an automatic translation as such and state that the original is authoritative. See also AI in citizen contact.
- Personal data. Whoever pastes a letter into a public translation service sends name, address and situation to an outside party.
How werqly fits in
Open-weight models translate well between the major European languages and many others. With werqly the translation runs on a dedicated node: the letter or conversation never leaves the organisation, the authority’s glossary is available as a source, and you decide per role who may translate. See AI for local government.
Frequently asked questions
Questions on this topic
May a public body send letters in another language?
The official language is prescribed, but Dutch administrative law, for example, allows another language where that is more effective and third parties are not disproportionately harmed. The common practice: the decision in the official language, with a translated explanation as an annex.
Are AI translations good enough for public communication?
For information, explanation and conversations at the desk, yes, with a spot check and a fixed glossary. For decisions with legal effect and conversations about rights and duties in social services, a human check or an interpreter remains necessary.
May we have AI translate an objection written in a foreign language?
Yes, as an aid for the case handler. The decision is taken on the original; when the meaning is in doubt, have a translator look. Translate in your own environment, not in a public translation service.
Do we have to say a text was translated automatically?
That is wise, and necessary for decisions: state that it is a translation, that the original is authoritative and where someone can go with questions.
Sources
- Dutch General Administrative Law Act, Article 2:6 (use of the Dutch language)
- German Administrative Procedure Act, § 23 (official language)
This article is general information, not legal advice. Rules and guidance change; check the sources listed or ask your lawyer or DPO if in doubt.