Certified Translations
Professional. Reliable. For authorities and official purposes.
Do you need a professional or certified translation for a German authority, court, university, school, employer or another institution?
Sprachhafen supports you with the professional translation of your documents and accompanies you from your initial enquiry through to the dispatch of the completed translation.
What is a Certified Translation?
A certified translation is a translation whose accuracy and completeness are confirmed by an authorised translator.
The completed translation includes the corresponding certification statement, date, signature and stamp of the authorised translator.
Certified Translations Are Particularly Required For
Whether a certified translation is required is generally determined by the authority or institution to which you intend to submit the document.
Can a Document Also Be Translated From a Scan or Copy?
Yes. For the preparation of a certified translation, you may initially send us your documents as a clearly legible scan or high-quality copy.
The certified translation will indicate the form in which the document was presented, for example: "The document translated above was presented as a copy." The certification refers to the accuracy and completeness of the translation.
If in doubt, please clarify with the authority whether:
- a scan or copy is sufficient as the basis for the translation
- the original document must be presented
- an officially certified copy is additionally required
How Your Translation Request Works
1 Send Your Documents Digitally
First, send us a clearly legible scan of all pages of the document. Please ensure that the document is fully visible. This also includes:
- Stamps
- Seals
- Signatures
- Handwritten entries
- Reverse sides containing entries
- Certification notes
- Apostilles or legalisation endorsements
Photos may also be used, provided that all information is complete and clearly legible.
2 Provide the Correct Spelling of Names
For documents issued in a script other than the Latin alphabet, the correct spelling of names and places is particularly important. Therefore, where available, please also send us:
- The spelling of your full name as shown in your passport
- The spelling of the names of other persons
- Place names in Latin characters
- An existing English translation
- Other official documents showing the preferred spelling
This helps to avoid different spellings of the same name appearing in different German documents. The spelling confirmed by the customer will be used for the translation.
3 Review and Quotation
After receiving your documents, we check:
- The length of the document
- Legibility
- Language combination
- The required certification
- Special stamps or handwritten entries
- The expected amount of work involved
You will then receive a binding quotation. Only after you have accepted the quotation will you receive your invoice or the relevant payment information.
4 Payment
The translation will be commissioned and processed after full payment has been received. The processing time stated in the quotation normally begins once:
- All required documents have been received
- Any outstanding questions regarding names or spellings have been clarified
- Payment has been received
5 Preparation of the Translation
Your documents will be translated carefully and in full. In addition to the actual text, the following elements will also be taken into account where relevant:
- Stamps and seals
- Signatures
- Handwritten notes
- Tables
- Registration numbers
- File/reference numbers
- Visible special features of the original document
Illegible or unclear passages will be marked accordingly and will not be freely supplemented or guessed.
6 Draft and Confirmation
Before the final version is completed, you may be provided with a draft so that you can check your personal details. Please check in particular:
- Names
- Dates of birth
- Place names
- Passport numbers
- Registration numbers
- Other personal details
Once you have confirmed the information, the final version will be prepared. Changes required after your express approval because different spellings or new documents are provided later may result in additional processing work.
7 Certification and Dispatch
After final completion, the translation will be provided with the required certification statement of the authorised translator, the date, signature and, where applicable, stamp.
The certified translation will then be sent to you by the agreed postal service. Please therefore provide your complete and current postal address when placing your order.
What Does "Certification" Mean in the Context of a Translation?
In a certified translation, the authorised translator confirms the accuracy and completeness of the translation.
However, this does not mean that the translator also confirms that the foreign original document itself is authentic. These are two separate procedures:
Certified Translation
Confirmation that the content of the submitted document has been translated accurately and completely into the other language.
Verification of the Authenticity of the Original Document
Verification of whether a foreign document was actually issued by the stated authority or institution and whether, for example, signatures, seals or the official capacity of the issuer are genuine. Such verification of authenticity is not carried out by the translator.
If a German Authority Requires Verification of Authenticity
For foreign documents, a German authority may require proof of the authenticity of the original document in addition to the translation. The procedure required depends in particular on the country in which the document was issued. Depending on the country of origin, different procedures may apply.
Apostille
For countries to which the Hague Apostille Convention applies, the competent authority in the issuing country may attach an apostille to the document. The apostille confirms in particular the authenticity of the signature, the capacity in which the person signing the document acted and, where applicable, the seal on the document.
Legalisation
For other countries, legalisation by the competent German diplomatic mission may be required. This also confirms the authenticity of certain formal features of the document.
Document Verification by a German Authority
For certain countries of origin, traditional legalisation is not possible or not readily available. In such cases, a German authority or court may arrange for a document verification procedure by way of administrative assistance. Such official document verification cannot be carried out or replaced by the translator.
If your document requires an apostille, legalisation or another official authentication endorsement, it is generally advisable to complete the relevant authentication procedure first and then have the complete document translated. The reason is that apostilles, legalisation endorsements, additional stamps and official entries become part of the document and may also need to be translated. If your document already contains an apostille or another certification endorsement, please send us all of those pages as well.
Which Documents Do We Need?
For efficient processing, please send us:
A Complete Scan of the Document
All pages must be complete and clearly legible.
Information on the Preferred Spelling
In particular, names and places in Latin characters.
Passport or Identity Document, if Available
A relevant section showing the official Latin spelling of the name is generally sufficient.
Previous Translations, if Available
Existing English or German translations can help us use consistent spellings.
Your Complete Postal Address
We require this in order to send you the completed certified translation.
Important Information
Complete Documents. Please always send all pages of the document. Missing pages may mean that processing cannot begin or cannot be completed.
Good Scan Quality. Blurred, cropped or heavily reflective photographs cannot be translated reliably.
Names and Spellings. Please check spellings carefully. If there are different spellings in your passport, birth certificate or English translation, please tell us which official spelling should be used.
No Changes to the Content. A translation reproduces the content of the submitted document. Errors, inconsistencies or unusual information in the original may not be independently corrected by the translator.
No Confirmation of Authenticity. Certification of the translation does not confirm the authenticity or factual accuracy of the original document.
Acceptance by Authorities. The receiving authority or institution always decides which documents, translations, originals, copies, apostilles or proof of authenticity are required. We therefore recommend that you clarify any special requirements with the responsible authority before placing your order.
Data Protection and Confidentiality
Your documents often contain sensitive personal information.
We treat the documents and personal data provided to us for translation confidentially and exclusively for the purpose of processing your order and fulfilling the related legal obligations.
Your documents will not be disclosed to uninvolved third parties without a necessary legal basis.
Questions About Your Translation?
Are you unsure which documents you need or whether a certified translation is required for your purpose?
Send us a clearly legible scan of your document and tell us which authority or institution you intend to submit the translation to. We will review your translation request and inform you about the next steps.
Your documents in safe hands.
Professional and certified translations – careful, transparent and reliable. Send your document. Receive a quotation. Confirm the translation. Receive it by post.