Differences Between Apostille, Certification, and Certified Translation Explained

From apostilles and diplomatic authentication to certified translations: In this section, we will guide you through the most important procedures and help you find the right form of validation for your documents.

The terms “certified translation,” “legalization,” and “apostille” refer to various procedures used in a legal and administrative context to ensure the validity of documents, especially when they are used internationally.

In brief:

• Apostille: Confirms the authenticity of your document for international recognition
• Diplomatic authentication: Official confirmation of your document by a diplomatic mission to ensure its recognition abroad
• Certified translation: Accuracy and authenticity guaranteed by sworn translators

Apostilles and certification

Depending on the country of origin of your documents and the target country for which you are seeking nostrification, you may be required to obtain an apostille or legalization.

Apostille: An apostille confirms the authenticity of a document for international recognition.

An apostille is a simplified form of legalization (diplomatic authentication) of public documents for international legal transactions. It can be used in countries that are signatories to the Hague Convention to replace the normally required legalization and serves as the final authentication of a document in the country of origin.

An apostille confirms the authenticity of a certificate or document. An apostille can be granted and issued by the designated state authority if both countries are signatories to the Hague Convention.

No apostille or legalization is required if there is an intergovernmental agreement on the mutual recognition of documents between the countries in question.

Some important points about apostilles:

1. Purpose and application: An apostille confirms the authenticity of signatures, seals or stamps on a public document – such as a birth, marriage and death certificate, diploma, court documents or notarized documents – for international use.
2. Issuance: An apostille is issued by a competent authority in the country in which the document was created, e.g., in Germany by the regional councils, the Federal Office of Administration and certain courts.
3. Format: An apostille consists of a standardized form with 10 specific points, including the country of issue and the name and function of the signatory.
4. Requirements: In countries that have acceded to the Hague Convention, documents with an apostille are recognized without further legalization, thus simplifying the international bureaucratic process.

In summary, an apostille is an important instrument for the international recognition of documents and makes the bureaucratic process significantly easier. It confirms the authenticity of a document in a single step and is internationally recognized.

International recognition: What is diplomatic authentication?

Diplomatic authentication, also known as legalization, confirms the authenticity of a document. It involves verifying the authenticity of both the signature on the document and the attached seal. Legalization is only necessary if there is no bilateral or multilateral treaty governing mutual legal transactions with documents. Legalization, however, involves foreign documents that are authenticated by the authorized consular official (competent embassy official) of the country in which the document is to be used.

Before foreign documents can be legalized, they must first undergo an intermediate authentication process. This is carried out by the Ministry for Foreign Affairs of the country of origin.

Here are the main points regarding diplomatic legalization:

1. Purpose and use: Diplomatic legalization confirms the authenticity of signatures, seals or stamps on documents that are to be used in countries that have not acceded to the Hague Convention. This includes a number of countries in Asia and Africa.
2. Process: The process comprises authentication by a national authority, confirmation by the Ministry for Foreign Affairs of the country of origin, and final authentication by the embassy or consulate of the country of destination.
3. Examples of documents: This type of authentication is required for documents such as birth, marriage and death certificates, diplomas, court decisions, notarial deeds, and commercial documents.
4. Costs and significance: This process can be costly and time-consuming, but it is crucial to ensure the legal validity and recognition of documents in foreign countries, especially for legal and business matters.

In summary, diplomatic legalization is a more demanding procedure for legalizing documents for international use. It ensures that these documents are recognized in countries that are not bound by the Hague Convention. It confirms the authenticity of the original document or signature on it so that it can be used in another country.

Certified translation: Official confirmation by a sworn translator

A certified translation is a translation that has been prepared by a sworn translator. This type of translation is often required for official and legal documents to guarantee their authenticity and accuracy.

Key features of a sworn translation:

1. Definition and qualification: Sworn translators are authorized by a court to provide translations and certify their accuracy on the basis of specific qualifications. In many cases, they are required to pass an additional examination.
2. Certification and recognition: The translator certifies the translation by attaching a declaration, stamp, and signature, ensuring it is recognized as authentic, particularly by authorities and institutions.
3. Certification and recognition: The translator certifies the translation by attaching a declaration, stamp, and signature, ensuring it is recognized as authentic, particularly by authorities and institutions.
4. Costs: The costs vary according to the length of the document, the language pair and how quickly it needs to be translated, and are often higher than the costs for a simple translation due to the translator’s qualification levels.

In summary, certified translations are an essential tool to ensure that documents in a different language and different legal system are recognized as authentic and accurate. Certification confirms the accuracy and completeness of a translation in relation to the original document.