Certified Copies vs. Certified Translations: What We Can (and Cannot) Do
Confused about whether a translation agency can certify your document copies? You're not alone. In Germany, only public authorities and notaries can issue certified copies. Embassy Translations provides certified translations of your documents, but we cannot act as a Notar or Bürgeramt. Here's exactly what you need to know.
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Why does this matter for your application?
German authorities are very precise about document requirements. When they ask for a beglaubigte Kopie (certified copy), they mean a photocopy that has been officially stamped and signed by an authority or notary confirming it matches the original. When they ask for a beglaubigte Übersetzung (certified translation), they mean a translation done by a vereidigter Übersetzer, a translator officially sworn in by a German court. These are two completely different things, and confusing them can delay your application by weeks.
Certified Copy vs. Certified Translation: Understanding the Difference
One of the most common misunderstandings among expats in Germany is assuming that a translation agency can "certify" everything. Let's clear this up once and for all.
A certified copy (beglaubigte Kopie or amtlich beglaubigte Abschrift) is a photocopy of your original document that has been compared to the original by an authorised official. That official then stamps and signs the copy, confirming: "This copy is identical to the original I have seen." This can only be done by public authorities or notaries, never by a translation agency.
A certified translation (beglaubigte Übersetzung) is a translation of your document created by a sworn translator who confirms with their stamp and signature: "This translation accurately reflects the content of the source document." This is what Embassy Translations provides.
Many German authorities require both: first a certified copy of your original document, and then a certified translation of that certified copy. The translator will include the certification stamp and signature in the translation, so the receiving authority can see that the translation was made from an officially certified copy.
Good to know
If the authority's letter says beglaubigte Kopie, you need to visit a Bürgeramt or Notar first. If it says beglaubigte Übersetzung, that's where we come in. And if it says both, you'll need both services in the right order.
Who Can Certify Copies in Germany?
In Germany, the authority to certify copies is regulated by the Verwaltungsverfahrensgesetz (Administrative Procedures Act), specifically §§ 33–34. According to Berlin's official service portal, the following entities are authorised to certify copies:
- Bürgeramt or Einwohnermeldeamt (citizens' registration office): the most common and affordable option for most documents
- Notar (notary public): required for certain legal documents and often necessary when authorities don't certify foreign-language documents
- The original issuing authority: schools, universities, courts, and some public-law corporations can certify copies of their own documents
- German embassies and consulates abroad: for documents intended for use in Germany
Translation agencies and sworn translators are not on this list. As Dokumenteninfo.de explains, translators certify the accuracy of their translation work, but they have no authority to verify that a copy matches an original document. These are fundamentally different legal functions.
For foreign documents, the situation can be more complex. According to Handbook Germany, some German authorities will only certify copies if the original was issued by a German authority, or if the certified copy is specifically for submission to a German authority. Foreign-language documents may be refused at the Bürgeramt, requiring you to visit a notary instead.
What About Apostille and Legalisation?
If your document comes from another country, you may also need an Apostille or Legalisation before getting it translated. This is a higher level of authentication that confirms the document itself is genuine.
An Apostille is used for documents from countries that have signed the Hague Convention. It's a standardised certificate attached to your document by a designated authority in the country where the document was issued. Legalisation serves the same purpose for non-Hague countries but involves a more complex process through embassies.
The typical order for foreign documents is:
Apostille or Legalisation
If required by the German authority, obtain this from the issuing country's designated authority (often the foreign ministry or a court).
Certified Copy
If the authority requires a certified copy rather than the original, get this from a Notar or Bürgeramt in Germany.
Certified Translation
Send us your document (original, certified copy, or apostilled document) and we'll create the certified translation.
Submit to Authority
Provide the complete package to your Behörde: certified copy plus certified translation plus apostille if required.
Not sure if you need an apostille? We're happy to advise you based on your specific situation and the requirements of your receiving authority.
When You'll Encounter This Question
The confusion between certified copies and certified translations typically arises in these common situations:
University Applications
German universities often require certified copies of your foreign school certificates and transcripts, plus certified translations. You'll need to visit a Bürgeramt or Notar for the copies, then order translations from us.
- School leaving certificates
- Degree certificates
Visa and Residence Permits
The Ausländerbehörde frequently requests certified copies of passports and civil status documents alongside certified translations. The agency cannot certify your passport copy.
Naturalisation (Einbürgerung)
Citizenship applications require extensive documentation: certified copies of passports, residence permits, and civil status documents, all with certified translations. The copy certification must come from an authority.
Marriage in Germany
The Standesamt requires certified copies of foreign birth certificates and marital status documents, plus certified translations. Don't expect the translation agency to handle the copy certification.
What Embassy Translations Can Do for You
While we cannot certify copies of your documents, here's exactly what we can do:
- Create certified translations (beglaubigte Übersetzungen) of your original documents or certified copies
- Work from scans or photos: you don't need to send us the original document
- Include the certification stamp and signature from your certified copy in the translation
- Advise you on whether you need a certified copy, apostille, or legalisation for your specific case
- Deliver your translation by email (PDF) and post (original with stamp and signature)
Our certified translations are produced by vereidigte Übersetzer (sworn translators) and are accepted by all German authorities, including the Ausländerbehörde, Standesamt, Einbürgerungsbehörde, universities, and courts.
No obligation, completely free
Your Step-by-Step Workflow
To avoid delays and rejected applications, follow this order:
Check the Authority's Requirements
Read the exact wording carefully. Does it say beglaubigte Kopie, beglaubigte Übersetzung, or both? Does it mention Apostille?
Get Your Certified Copy (If Required)
Visit your local Bürgeramt or a Notar with your original document. They'll create a certified copy on the spot or within a few days.
Send Us Your Document
Take a clear photo or scan of your document (original or certified copy) and upload it to our quote form or email it to us.
Receive Your Certified 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.
Pay After Delivery
Your translation is in your hands. Only then do you receive the invoice with 14 days to pay by bank transfer.
Your Questions, Answered
Getting a certified copy at a Bürgeramt or Notar is usually same-day if you go in person with your original, though some offices require appointments. 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. Plan both steps in advance, especially if you have a deadline with an authority.
Certified copies at the Bürgeramt typically cost just a few euros per document. Notaries charge more, usually based on the type and value of the document. For certified translations, the price depends on the document length, language combination, and complexity. You usually receive your quote within a few hours, often sooner.
It depends on what the authority specifically requested. Many accept a certified translation based on a clear scan of the original document. However, if their letter explicitly mentions beglaubigte Kopie or amtlich beglaubigte Abschrift, you must get that certified copy from an authority or notary first. Always follow the exact wording of the requirement to avoid delays.
No, a clear photo or scan is sufficient for the translation. However, for getting a certified copy, you must present the original document in person at the Bürgeramt or Notar. They cannot certify copies from scans. Once you have your certified copy, you can scan that and send it to us for translation.
We cannot certify copies. In Germany, certification of copies is legally reserved to public authorities (Bürgeramt, issuing authorities, courts) and notaries (Notar). As a translation agency, we can only certify the accuracy of the translation itself. If you need a certified copy, please obtain it from the appropriate authority first, then send it to us for translation.
Often Needed Together
English Certified Translations
For foreign documents being translated into or from English for visas, studies, or work in Germany.
Turkish Certified Translations
Frequently required for immigration and naturalisation cases involving Turkish civil status documents.
Arabic Certified Translations
Commonly needed for asylum, family reunification, and marriage cases with Arabic-language documents.
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