Do You Need to Send Your Original Documents for a Certified Translation?
The short answer: usually not. A clear scan or photo is enough for us to create a certified translation. But German authorities sometimes have separate requirements for what they need to see. Here's how to navigate both without risking your irreplaceable documents.
You usually receive your quote within a few hours, often sooner.
Why does it need to be certified?
In Germany, official translations must be made by a vereidigter Übersetzer or beeidigter Übersetzer, a translator officially sworn in by a German court. The translator's stamp and signature confirm that the translation is complete and accurate. This beglaubigte Übersetzung is what German authorities require for legal, immigration, and administrative purposes. It's different from an amtlich beglaubigte Kopie, which is a certified photocopy of your original document made by an authority or notary.
Two Different Questions: What We Need vs. What the Authority Needs
This is where most confusion happens. There are actually two separate requirements to think about:
What the translator needs
For us to create your beglaubigte Übersetzung, a clear scan or photo is almost always sufficient. We translate from what you send us and note in our certification whether we worked from an original, certified copy, or regular copy. German authorities accept this.
What the authority needs
The Standesamt, Ausländerbehörde, or university may have their own requirements for what you submit to them. Some want your original document plus the translation. Others specifically ask for an amtlich beglaubigte Kopie. Many explicitly tell you not to send originals.
The key insight
Just because we can work from a scan doesn't mean the authority will only need a scan. And just because an authority wants originals doesn't mean you need to send them to us. These are separate questions with separate answers.
Your Path to a Certified Translation
Send us a clear scan
Take a photo with your phone or use a scanner. Make sure all text, stamps, and signatures are legible. That's all we need to start.
Receive your personal quote
Within a few hours, you'll get a fixed price by email. No hidden costs, no surprises.
Confirm with one click
Your quote email contains a confirmation button. One click and our sworn translator begins work immediately.
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 pay, with a 14-day payment period by bank transfer.
When This Question Comes Up
Different German procedures have different expectations. Here's what typically applies:
German citizenship (Einbürgerung)
The Einbürgerungsbehörde usually requires certified translations of foreign civil status documents. We can work from your scan. The authority may later ask to see originals or amtlich beglaubigte Kopien, which you present directly to them.
- Birth certificate
- Marriage certificate
- Police clearance certificate
Residence permit or visa
The Ausländerbehörde or German embassy often needs translated documents for family reunification, work permits, or visa applications. A scan is enough for the translation. Check with the specific office whether they need apostilled originals at submission. For visa requirements, the German Foreign Office provides guidance on what different missions require.
- Birth certificate
- Marriage or partnership proof
- Employment letters
University admission
Universities and uni-assist often require both certified translations and amtlich beglaubigte Kopien of your degrees. You can upload scans initially, but may need to mail certified copies for the final decision. Keep your originals safe at home.
- School leaving certificate
- Diploma or degree
- Transcripts
Marriage at Standesamt
Registry offices are often the strictest about documentation. They may require apostilled originals of birth certificates and proof of marital status. We translate from your scan. You bring the originals plus translation to your appointment. The Make it in Germany portal explains general document requirements for immigration and family matters.
- Birth certificates of both partners
- Certificate of no impediment
- Divorce decree if applicable
How to Keep Your Originals Safe
Your birth certificate from another country, your university diploma, your court documents: these can be difficult or impossible to replace. Here's a safe workflow:
- Send us a clear scan or photo for the translation
- Get an amtlich beglaubigte Kopie from your local Bürgeramt, embassy, or notary
- Ask the receiving authority in writing: "Do you require the original document, or is an amtlich beglaubigte Kopie with certified translation sufficient?"
- If you must mail originals, use insured, trackable post
- Keep your originals at home unless the authority explicitly requires them
Good to know
Some German authorities explicitly state "Do not send original documents" (Reichen Sie keine Originaldokumente ein) to protect applicants. Others in different states may insist on originals. There's no single nationwide rule, so always verify with the specific office handling your case.
Understanding German Terms
German bureaucracy uses precise terminology. Here's what the key terms mean:
Beglaubigte Übersetzung
A certified translation made by a sworn translator. Confirms the translation is accurate and complete. We can make this from a scan.
Amtlich beglaubigte Kopie
An officially certified photocopy. Made by authorities, notaries, or embassies. Requires showing the original document to the certifying body.
Apostille
International authentication attached to an original document. Required for documents from countries in the Hague Convention. We can translate documents with apostilles.
Many offices want both: an amtlich beglaubigte Kopie of your foreign document plus a beglaubigte Übersetzung of that copy. This explains why it can feel like you're being asked for the same thing twice.
Questions about your documents?
Individual price based on your document, no obligation
Your Questions Answered
Sending a scan versus an original makes no difference to processing time: we begin work as soon as we receive a clear image. 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.
Yes. German authorities care that your translation comes from a vereidigter Übersetzer (sworn translator) and is properly certified. Our certification notes whether we translated from an original, certified copy, or scan. This is standard practice and accepted by the Standesamt, Ausländerbehörde, universities, and other offices. The authority may separately require you to present originals or certified copies to them, but that's a different question from what the translator needs.
A beglaubigte Übersetzung is a certified translation made by a sworn translator: it confirms the translation matches the source text. For this, a good scan is usually enough. An amtlich beglaubigte Kopie is a certified photocopy made by an authority, notary, or embassy: it confirms the copy matches the original document. This does require showing the physical original. Many German offices want both together.
In rare cases, yes. Some documents have special security features (UV printing, thermosensitive elements, holograms) that may need to be verified. Certain US documents or ID cards fall into this category. If your document requires physical inspection, we'll let you know after reviewing your scan. For the vast majority of birth certificates, marriage certificates, diplomas, and court documents, a clear scan is perfectly sufficient.
You pay after you receive your translation, not before. Your certified translation arrives first, by email as a PDF and then by post with stamp and signature. Only then do you pay, with a 14-day payment period by bank transfer. No prepayment, no credit card required.
View all frequently asked questions
Often Needed Together
English certified translation
For UK, US, or Australian documents where expats are often concerned about mailing originals overseas.
Spanish certified translation
Common for Latin American civil status documents where apostille and original requirements frequently come up.
Turkish certified translation
Often required for Turkish birth and marriage certificates in immigration, marriage, and citizenship cases.
View on ProvenExpert
Ready to get your documents translated?
Send us a scan, keep your originals safe. Your certified translation arrives first. Then you pay.
Request your free quote