Certification
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Aachen Certification
Certification in Aachen: Your Guide to Official Documents!
Do you need an official certification in Aachen but are unsure where to obtain it and which documents are suitable for it? The various offices and institutions have different responsibilities and requirements. Find out how you can save time and effort and have your documents certified quickly and easily. Do you need support translating your documents for certification? Contact us for a non-binding offer.
The topic briefly and concisely
For the certification of documents in Aachen, various offices are available, including the Citizen Service, the city region of Aachen, and the AStA of RWTH Aachen. The choice of the right office depends on the type of document and its intended use.
The Aachen Citizen Service certifies documents issued by German authorities or intended for them. An appointment is mandatory, and the cost is €4.00 per page.
Students of RWTH Aachen University can have academic documents certified free of charge by the AStA if they are intended for public authorities. Otherwise, a notary is a suitable alternative, particularly for private documents or signature certifications.
Do you need a certification in Aachen? This article explains the various offices, costs, and requirements for successfully certifying your documents. Find out more now!
Definition of Certification
A certification is the official confirmation of the authenticity of a copy of a document. This is particularly important when you need to submit documents to authorities or institutions. There are two main types: official certification, carried out by authorities, and public certification, conducted by notaries. The choice of the correct entity depends on the purpose and type of the document.
Public Authorities for Certification in Aachen
In Aachen, there are various places where you can have your documents certified. Here are some of the most important ones:
Citizen Service Aachen
The Citizen Service Aachen offers certifications at its locations at Bahnhofplatz and Katschhof. The fees are €4.00 per page. It is essential to schedule an appointment, either online or by phone. Please note that the Citizen Service cannot certify certain documents, such as those not issued by a German authority or for which another body has exclusive responsibility. Further information about the services of the Citizen Service can be found here.
City Region Aachen
The City Region Aachen also offers certifications. You can find the administration at Zollernstraße 10, 52070 Aachen. The fees here are also €4.00 per page for document copies and €1.50 for signatures. It is advisable to contact them in advance to clarify the specific requirements for your document. More information on certification at the City Region Aachen can be found online.
AStA RWTH Aachen
For students of RWTH Aachen, the AStA offers a special service: free certifications for academic documents. However, this only applies to documents intended for submission to public authorities or institutions. The AStA does not certify personal documents such as ID cards or marriage certificates. The AStA website provides detailed information on the conditions and process.
District Court Aachen
The District Court Aachen is responsible for apostilles and legalizations. These are required for documents to be used abroad. The District Court certifies documents from notaries, courts, and translators. Note that certain documents may require preliminary certification by the issuing court. Further information on apostille and legalization can be found on the website of the District Court Aachen.
Certification at the Citizen Service: These documents are accepted
Origin of the Document
The Aachen Citizen Service certifies documents under certain conditions. A key requirement is the origin of the document:
German Authority
The original document must have been issued by a German authority. This is a fundamental requirement for official certification by the Citizen Service. If the original document does not come from a German authority, the Citizen Service generally cannot carry out the certification.
Use for German Authority
Even if the original document is issued by a foreign entity, certification may be possible if the copy is needed for submission to a German authority. In this case, the Citizen Service checks whether the certification falls within its remit.
Exclusion Criteria
There are certain documents that the Citizen Service cannot certify as a matter of principle. Here are some key exclusion criteria:
Non-German Documents
Documents not intended for or by German authorities are generally not certified. This includes, for example, private documents intended for use abroad.
Incomplete Copies
Incomplete or inaccurate copies are not certified. It is important that the copy is complete, legible, and contains all relevant information. Otherwise, the Citizen Service may refuse certification.
Documents with Exclusive Jurisdiction
For certain documents, there is an exclusive jurisdiction of other authorities. This applies, for example, to birth certificates, for which only the registry office is responsible. In such cases, the Citizen Service cannot perform certification.
Document Alterations
If there is suspicion of alterations to the original document, the Citizen Service may refuse certification. This applies, for example, if the document appears to have been tampered with or forged.
Integrity of Multi-Page Documents
The integrity of multi-page documents must be ensured. For example, if staples have been removed and it is no longer clear whether the document is complete, the Citizen Service may refuse certification.
Non-German Language
Original documents in a non-German language are generally only accepted with a certified translation. If you wish to have a foreign-language document certified, you must first have a certified translation made.
Official certification not possible? Use a notary as an alternative
Notarial Certification
If an official certification by the citizen service or another authority is not possible, notarial certification provides an alternative. Notaries are authorised to carry out official certifications and confirm the authenticity of documents.
When is a notary required?
A notary is particularly required in the following cases:
When an official certification is not possible: This may occur if the document was not issued by a German authority or is intended for private purposes.
For private documents for personal use: For instance, if you wish to have a private contract certified, a notary is the right point of contact.
For signature certifications (e.g., powers of attorney): If you need a signature on a document to be certified, this too is a task for a notary.
Certification by Churches
In some cases, churches also offer the possibility of certification. However, this is not always the case and depends on the individual parish. It is worth asking your local parish whether this service is offered.
Possibility of free certification
Some churches offer the certification of documents free of charge. This can be a cost-effective alternative if you do not require notarial certification.
AStA and Regional Court: Special Cases for Students and International Documents
Certification of Academic Documents by the AStA
The AStA of RWTH Aachen offers a special service for students. You can have your academic documents certified free of charge, provided certain conditions are met.
Target Group
The service is exclusively for enrolled students of RWTH Aachen. If you are not a student at RWTH Aachen, you cannot use this service.
Types of Documents
The AStA typically certifies certificates, internship confirmations, and language certificates. It is important that these documents are related to your studies.
Purpose of Use
The certified documents must be intended for submission to public authorities or institutions (universities, government offices). If you need the documents for private purposes, AStA cannot carry out the certification.
Language Requirements
Documents in languages other than German or English require a certified translation. For instance, if you wish to certify a Spanish certificate, you must first have it translated with certification.
Apostille and Legalisation by the Aachen Regional Court
The Aachen Regional Court is responsible for issuing apostilles and legalisations. These are needed if you want to use documents abroad.
Jurisdiction
The court is responsible for documents from notaries, courts (Aachen Regional Court and district courts in the area), and judicial authorities in the area. If your document has been issued by another authority, you must contact the competent authority.
Requirements
To apply for an apostille or legalisation, you need a written application, the original document, proof of payment (€25.00 per document), a return address, and a phone number as well as the destination country. It is important to submit all documents completely to avoid delays.
Processing Time
The processing time is approximately two weeks (excluding postal time). Please consider this when submitting your application, especially if you need the documents at short notice.
Compare costs: How to save on notarization in Aachen
Bürgerservice Aachen
At the Bürgerservice Aachen, fees are charged for the certification of documents. It is important to take these costs into account when planning.
Fee per page
The fee is €4.00 per printed page. If your document includes multiple pages, the costs can be correspondingly higher.
Städteregion Aachen
You should also expect fees for certification at the Städteregion Aachen.
Fee for document copies
The fee for document copies is also €4.00 per page.
Fee for signatures
The fee for the certification of signatures is €1.50 per signature.
AStA RWTH Aachen
The AStA of RWTH Aachen offers a free service for students.
Costs
The certification is free of charge for students of RWTH Aachen (for academic documents). This is a big advantage if you, as a student, need to have documents certified regularly.
Appointment scheduling and opening hours: Plan your visit correctly!
Bürgerservice Aachen
To avoid long waiting times, it is important to schedule an appointment with the Aachen Citizens' Service.
Appointment Scheduling
Scheduling an appointment is mandatory and can be done online or by phone. Use the online appointment system to reserve your preferred date.
Locations and Opening Hours
The Citizens' Service has two locations: Bahnhofplatz and Katschhof. The opening hours vary. At Katschhof, the Citizens' Service is partially open on Saturdays. Please check the current opening hours before your visit.
Städteregion Aachen
For the Aachen city region, it is also advisable to get in touch beforehand.
Contacting
It is recommended to contact in advance to clarify specific concerns. This way, you can ensure you have all necessary documents with you and that the appointment runs smoothly.
Certification in Aachen: How to Avoid Mistakes and Save Time
Overview of Certification Offices
In Aachen, you have access to various offices for the certification of documents. The most important ones are:
Bürgerservice Aachen: For official certification of documents issued by German authorities or intended for German authorities.
Städteregion Aachen: Similar services as Bürgerservice, but with its own responsibilities and fees.
AStA RWTH Aachen: Free certification for RWTH Aachen students for academic documents.
Notaries: For public certifications, especially when an official certification is not possible or for private documents.
Churches: In some cases, churches offer free certification.
Landgericht Aachen: For apostilles and legalisations required for the use of documents abroad.
Important Notes
To avoid mistakes and save time, you should follow these instructions:
Documents must be submitted loose and unbound: Remove staples and other bindings before submitting the documents.
Original documents are required: Always bring the original document, as certification can only be based on the original.
Observe exclusion criteria: Find out in advance about the exclusion criteria of the respective certification office to ensure that your document can be certified.
Do you need a certified translation of your documents for submission to an authority or institution? At Mentoc, we offer professional and certified translations in all languages. Our experienced translators and proofreaders ensure that your documents are precise and legally recognised. Contact us today to learn more about our services and receive a tailored offer. We look forward to assisting you with your needs.
More useful links
The Aachen Service Portal provides detailed information about the Aachen citizens' service and its services, including the notarization of documents.
The StädteRegion Aachen informs about the possibility of document notarization at the StädteRegion Aachen.
The AStA of RWTH Aachen offers information on free notarization of academic documents for RWTH Aachen students.
The Aachen Regional Court provides information on apostilles and legalizations for the use of documents abroad.
The Federal Office for Foreign Affairs (BFAA) offers information and services related to apostilles and notarizations for international certificate traffic.
The Judiciary Portal North Rhine-Westphalia provides general information on notarizations in North Rhine-Westphalia.
FAQ
Where can I get documents officially certified in Aachen?
In Aachen, you can have documents officially certified at the Aachen Citizen Service (Bahnhofplatz and Katschhof) and at the City Region of Aachen (Zollernstraße 10). Students of RWTH Aachen can get academic documents certified for free at the AStA.
Which documents can the Aachen Citizen Service certify?
The Aachen Citizen Service certifies documents if the original was issued by a German authority or if the copy is needed for a German authority. However, there are exclusion criteria, e.g., for documents not intended for or issued by German authorities.
What is the cost of certification at the Aachen Citizen Service?
The fees at the Aachen Citizen Service are €4.00 per printed page.
Do I need an appointment for certification at the Aachen Citizen Service?
Yes, making an appointment is mandatory and can be done online or by phone.
What should I do if the Aachen Citizen Service cannot certify my document?
If an official certification is not possible, you can opt for a notarial certification. Notaries are authorized to perform public certifications.
Does the AStA of RWTH Aachen certify all documents?
No, the AStA certifies only academic documents (certificates, internship confirmations, language certificates) for students of RWTH Aachen and only if they are intended for submission to public authorities or institutions.
What is an Apostille and where can I obtain one in Aachen?
An Apostille is a form of certification for the use of documents abroad. In Aachen, the Aachen District Court is responsible for issuing Apostilles.
Do I need to submit a certified translation if my document is not in German?
Yes, original documents in a non-German language are generally only accepted with a certified translation.
