At some point, every expat in Germany encounters the need to certify foreign documents — whether for a visa application, job application, professional recognition, or registering a marriage. The system can seem opaque at first: apostille? legalisation? sworn translation? Here is a clear guide to what each means and how to get it done.
Beglaubigung, Apostille, and Legalisation: What Is the Difference?
A Beglaubigung (certified copy) is simply confirmation that a photocopy is a true copy of the original document. Any German notary (Notar) or some city offices can issue these. It does not verify the content of the document — just that the copy matches the original.
An Apostille is a standardised international certification issued under the 1961 Hague Convention. It certifies that the signature, seal, or stamp on a document is authentic. Apostilles are issued by a designated authority in the country where the document originates — not in Germany. So if you need to certify a UK birth certificate for use in Germany, you obtain the apostille from the UK Foreign, Commonwealth and Development Office (FCDO), not from a German authority.
Legalisation is required when the apostille is not sufficient — typically for documents from countries that are not signatories to the Hague Convention. In this case, the document goes through a multi-step process: authentication by the issuing country's foreign ministry, followed by legalisation by the German embassy or consulate in that country. This process takes longer and costs more. Check whether your home country is a Hague Convention signatory before assuming you need full legalisation.
Sworn Translations in Germany
German authorities generally require that foreign-language documents be accompanied by a certified translation (beglaubigte Übersetzung) produced by a sworn translator (vereidigter oder ermächtigter Übersetzer/Dolmetscher). A sworn translator is officially appointed by a German court and their translations carry legal validity.
The BDÜ directory (the German Association of Translators and Interpreters) at bdue.de/finden is the best place to find a sworn translator in Germany. Filter by language pair and location. Most sworn translators offer both in-person and remote services (you send certified copies of the original documents). Costs vary: a standard-length birth certificate translation typically costs €60 to €120.
Practical Tips for Getting Documents Certified
Always check what the receiving authority specifically requires before obtaining certifications — requirements vary. Some only need a certified copy; others need apostille plus sworn translation. When obtaining your apostille from your home country, allow plenty of time — the FCDO in the UK, for example, can take two to four weeks for postal applications (same-day service is available in person at extra cost). Keep originals safe and obtain multiple certified copies at the same time to avoid repeating the process. Some documents, like degree certificates, may be held permanently by the recognition authority — make sure you have certified copies before submitting.
Document certification can be a lengthy and confusing process, especially when coordinating between two countries. Sylum helps expats prepare and organise their documents for German administrative procedures. Get in touch at sylum.de/contact.
