Certified translations: what they are and when you need one

A birth certificate for a visa application. A diploma for a new job abroad. Company documents for an overseas authority. In situations like these, a standard translation may not be enough.

Depending on where and how an official document will be used, you may be asked to provide a certified translation. And in some cases, the original document or the translation may also need an apostille or legalisation.

So, what exactly is a certified translation, who can provide one and how do you know what your documents require?

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What is a certified translation?

A certified translation is a translation that has been formally confirmed as corresponding to the source document.

The exact requirements vary depending on the country and the authority receiving the document. In Germany, for example, certified translations are produced by translators who have been officially sworn in or authorised for the relevant language combination.

Their qualifications are checked by the competent authority before they are sworn in, and the translator confirms the accuracy and completeness of the translation with their signature and official stamp.

This gives authorities a way to verify that the translation has been produced by someone authorised to certify it.

There is, however, an important distinction: the translator certifies the translation, not the authenticity of the original document.

That becomes particularly relevant when documents are going to be used across borders.

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When do you need a certified translation?

Certified translations are typically required when documents need to be submitted for an official or legal purpose, for example to courts, government bodies, universities or other public authorities.

Whether certification is necessary will depend on the document, the country in which it will be used and the requirements of the organisation receiving it.

Documents that commonly require certified translation include:

• Birth, marriage and death certificates
• Diplomas, academic certificates and professional qualifications
• Criminal record certificates and employment references
• Driving licences and certificates of residence
• Commercial and land register extracts
• Court and notarial documents
• Wills
• Medical certificates
• Certain business documents and contracts.

Not every legal or business translation needs to be certified. Contracts, annual reports and other corporate documents, for example, may require certification in some situations but not in others.

The receiving authority’s requirements should therefore always be checked before arranging the translation.

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Certified translation and authentication: what’s the difference?

These two processes are related, but they do different jobs.

• A certified translation confirms that the translated content corresponds to the source document
• Authentication, on the other hand, is used to confirm the authenticity of an official document or the relevant signature or authority behind it.

This means that having a certified translation does not necessarily make the original document valid for use in another country. Depending on the countries involved and the purpose of the document, additional authentication may be required.

For documents being used internationally, this can take the form of an apostille or legalisation. The German Federal Foreign Office provides further information on the authentication of documents for use in Germany and abroad.

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Apostille or legalisation: what’s the difference?

Both procedures are designed to help official documents be recognised across borders, but the process is different.

Apostille

An apostille is a simplified form of authentication used between countries that apply the Hague Apostille Convention.

Instead of requiring several stages of authentication, the competent authority in the country of origin issues the apostille confirming the authenticity of the relevant signature, seal or stamp on the document.

Documents that may be eligible for an apostille include:

• Civil status documents, such as birth, marriage and death certificates
• Court documents
• Notarial documents
• Documents issued by administrative authorities.

Legalisation

Where the apostille procedure does not apply, legalisation may be required instead.

This generally involves more than one step. The document is first authenticated by the relevant authority in the country where it was issued and may then need to be legalised by the diplomatic or consular representation of the country in which it will be used.

Which procedure applies therefore depends on the countries involved and the requirements of the receiving authority.

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Do I need the translation, the original document or both authenticated?

There is no single answer that applies to every document.

In some cases, only the original document needs authentication. In others, the certified translation may also need to be authenticated. Depending on the authority and countries involved, both may be required.

That is why it helps to establish the requirements before the translation process begins.

If you need to submit official documents abroad, check:

1. Whether the receiving authority requires a certified translation
2. Whether the original document also requires an apostille or legalisation
3. Whether the translation itself needs additional authentication
4. Which language and document format the authority accepts.

Clarifying these points early can help avoid unnecessary steps or having to repeat the process later.

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Certified translations require more than accurate language

Official documents often contain sensitive personal, legal or business information. Accuracy is therefore only part of the equation.

The translation must also use the correct terminology, reflect the content and structure of the original document and comply with the requirements that apply to its intended use.

Confidentiality and secure handling are equally important, particularly for documents containing personal, medical, financial or commercially sensitive information.

At t’works, our legal and financial translation services combine specialist language expertise with professional handling of confidential documents.

Not sure whether your document needs a certified translation, an apostille or another form of authentication? Talk to t’works about your requirements and we’ll help you identify the right translation solution for your documents.

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