Which documents require notarisation?

The institution, rather than the document, determines the requirement

A common misconception is that some documents require notarisation "by their nature". In fact, notarisation depends on the acceptance requirements of the institution requesting the document, rather than the document type.

The same diploma may be submitted to one university as a sworn translation, while another institution may require notarisation. The only reliable method is therefore to check the receiving institution's current document checklist.

Procedures that commonly require notarisation

Notarisation is usually requested for the following procedures. This is observed common practice, rather than a universal rule:

• Consular and visa applications
• Diploma equivalency applications to the Council of Higher Education
• Foreign-language documents submitted in court and enforcement proceedings
• Company incorporation and commercial registry procedures
• Land registry and inheritance procedures
• Marriage and divorce procedures
• Powers of attorney to be used abroad

Situations in which a sworn translation may be sufficient

A sworn translator's stamp is often considered sufficient in the following situations:

• Job applications to private companies
• Preliminary application stages at certain universities
• Translations for information purposes within an institution
• Business correspondence and quotation files

This is still not a guarantee; confirmation from the institution is required.

How can you obtain confirmation from the institution?

A question put to the institution in writing provides the most reliable basis in the event of a later disagreement. Asking your question in the following way clarifies the process:

• Must the document bear a sworn translator's stamp, or must it be notarised?
• Does the document require an apostille? If so, should the apostille be obtained on the original document or on the translation?
• Is there a restriction on the document's issue date?

The answers to these three questions determine how the entire process should be arranged.

The consequences of preparing a document with the wrong certification

Obtaining notarisation when a sworn translation is sufficient simply adds costs. In the opposite situation, the application is rejected for missing documents and the process starts again.

In consular applications that require appointments in particular, securing a replacement appointment after one is lost due to missing documents can take weeks.

Frequently asked questions