PDF, JPEG, or Phone Photo? Which Formats We Accept for Certified Translation
Wondering if your smartphone scan is good enough? We accept PDF, JPEG, and PNG files for certified translations. No need to mail your original documents. Delivery usually takes 3 to 6 working days; it may vary depending on the language and scope. Your personal delivery time is stated in your quote.
You usually receive your quote within a few hours, often sooner.
Why does it need to be certified?
In Germany, official translations for authorities must be done by a vereidigter Übersetzer, a translator officially sworn in by a German court. This certification confirms that the translation is complete and accurate. Without it, German authorities like the Standesamt, Ausländerbehörde, or Einbürgerungsbehörde will reject your documents.
Which File Formats Can You Upload?
You do not need to send your original documents by post. A clear digital copy is enough for us to create your certified translation. Here is what we accept:
- PDF (preferred): Best for multi-page documents. Preserves layout and quality when printing.
- JPEG / JPG: Standard photo format. Works well for single-page documents and smartphone scans.
- PNG: High-quality image format. Good alternative to JPEG, especially for documents with fine print.
Most smartphone scanning apps (like Adobe Scan, Microsoft Lens, or your phone's built-in scanner) produce excellent results. Use the "document" mode for best quality.
Good to know
PDF is ideal because multi-page documents stay together in one file, and the layout remains stable when printed. But a sharp JPEG from your phone works just as well for a single birth certificate or diploma.
From Upload to Certified Translation: 5 Steps
Upload your document
Send us a clear scan or photo of your document as PDF, JPEG, or PNG. Front and back if there is content on both sides.
Receive your quote
You usually receive your quote within a few hours, often sooner.
Confirm with one click
Your quote email contains a confirmation button. One click, and your sworn translator starts working immediately.
Receive your translation
Delivery usually takes 3 to 6 working days; it may vary depending on the language and scope. Your personal delivery time is stated in your quote. The stamped original follows by post.
Pay after delivery
The invoice arrives with your translation. You have 14 days to pay by bank transfer, after you have seen the result.
When People Ask About Digital Formats
The question "Can I just send a photo?" comes up most often in time-sensitive situations. You are dealing with German bureaucracy, you have a deadline, and you want to know: will my smartphone scan be accepted? Here are the most common scenarios:
Naturalisation (Einbürgerung)
Applying for German citizenship requires multiple translated documents. Upload scans instead of mailing originals.
- Birth certificate
- Marriage certificate
- Police clearance certificate
Visa and Residence Permit
Living abroad and need translations for the Ausländerbehörde? Send clear photos without postal delays.
- Birth certificate
- Marriage certificate
- Criminal record extract
University Admission
German universities require certified translations of your educational documents. PDF uploads work perfectly.
- School leaving certificate
- University diploma
- Transcript of records
Marriage at the Standesamt
Getting married in Germany? The registry office needs translated civil documents. Scan and upload from anywhere.
- Birth certificates (both partners)
- Certificate of no impediment
- Divorce decree (if applicable)
How to Take a Good Scan or Photo
We need to read every word on your document, including stamps, seals, and handwritten notes. Poor image quality is the most common reason we need to ask for a better file. Follow these guidelines:
- Capture the entire page: All edges visible, nothing cropped. Include margins where stamps or signatures might appear.
- Photograph both sides: If there is any content on the back, even just a stamp, include it.
- Use good lighting: Avoid shadows and reflections. Natural daylight or a well-lit room works best.
- Keep it sharp: Hold your phone steady or use a scanning app with auto-focus. Blurry text cannot be translated.
- Colour is best: Colour scans show stamps and seals more clearly than black-and-white.
- Aim for 300 dpi: If using a traditional scanner, set resolution to at least 300 dpi.
Smartphone scanning apps
Apps like Adobe Scan, Microsoft Lens, or Apple's built-in document scanner automatically straighten pages, enhance contrast, and create clean PDFs. Use "document mode" rather than the regular camera for best results.
What We Accept vs. What Authorities Require
This is where confusion often arises. There are two separate questions:
1. What format does the translator need?
We accept PDF, JPEG, and PNG. A clear scan or smartphone photo is sufficient. You do not need to send your original document.
2. What format does the German authority require?
This depends entirely on the specific authority and procedure. Some key points:
- Most authorities accept a paper translation with original stamp and signature, which we send by post.
- Some authorities now accept digitally signed PDFs. This varies by state and office.
- Many authorities require the original source document (or an amtlich beglaubigte Kopie) alongside the translation.
The authority does not see whether we worked from your original or a scan. The translation itself is what they assess. However, they may have separate requirements for your source document.
According to Make it in Germany, requirements vary by authority and procedure. We recommend confirming with your specific Behörde whether they accept a digital translation or require the paper original.
Common misunderstanding
A beglaubigte Übersetzung (certified translation) is not the same as a beglaubigte Kopie (certified copy). The translation certifies accuracy of the text. The copy certifies authenticity of the document. Some authorities require both.
Still have questions about your document?
No obligation. Individual price based on your document.
Your Questions, Answered
Processing time is the same whether you upload a PDF or a clear JPEG. Delivery usually takes 3 to 6 working days; it may vary depending on the language and scope. Your personal delivery time is stated in your quote. Sending a scan or photo actually saves time because there is no postal delay. The only thing that slows us down is poor image quality, which means we need to ask for a better file.
No. Our prices are based on document type, length, and language pair, not on file format. A clear smartphone photo costs the same as a professional PDF scan. Only extremely poor quality images that require manual correction might lead to additional processing, but normal sharp photos from your phone are perfectly fine.
Yes. Authorities assess the certified translation itself, not how the translator received the document. What matters is that the translation is done by a vereidigter Übersetzer (sworn translator) and meets their formal requirements. However, some authorities may separately require the original source document or an amtlich beglaubigte Kopie alongside the translation. Always check with your specific authority.
A clear scan or high-resolution photo is almost always sufficient. We recommend PDF, but JPEG and PNG work well too. Photograph both sides if there is any content on the back. Keep your originals safe at home. Only in rare cases, where an authority explicitly requires the translator to inspect the original, would we ask you to send it.
You pay after you receive your translation. We send the invoice together with your completed certified translation. You have 14 days to pay by bank transfer. No upfront payment, no credit card required. Your translation is in your hands before you pay anything.
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