Certification
Official
Certification of certificates
Notarisation of Certificates Made Easy: Your Comprehensive Guide
Certification of certificates can be complicated. Whether for applications, official procedures, or studies – often a certified copy is required. But what exactly does this mean, who is authorised to certify, and what alternatives are there? In this article, you will find all the answers. Do you need assistance in obtaining your documents? Contact us for a no-obligation consultation.
The topic briefly and concisely
The correct certification of documents is crucial for successful applications and the recognition of qualifications. Pay attention to choosing the relevant authority and ensuring the completeness of the certification note.
For foreign-language certificates, a translation by a sworn translator is required. This can increase recognition chances by up to 40%, especially for international applications.
Certification fees vary, but choosing the right place (e.g., school for your own certificates) can help save fees. Avoid mistakes in the certification process to avoid unnecessary costs and effort.
Do you need a certified copy of your certificate? Find out which institutions are authorised to certify, what costs are involved, and how to avoid mistakes. Get informed now!
Do you need a certified copy of your certificate? Certification of certificates is a crucial step to prove the authenticity of your documents for various purposes. Whether for applications to universities, employers, or for submission to authorities – proper certification is essential. At Mentoc, we assist you in making this process smooth and avoiding mistakes.
A certification confirms that a copy of a document matches the original. This helps prevent forgery and ensures that your documents are recognised by the relevant institutions. There are different types of certification that vary in their validity and the responsible authorities.
Generally, a distinction is made between official and public certification. Official certification is usually carried out by citizens' offices and is often sufficient for job applications. Public certification, on the other hand, is performed by notaries and is more widely accepted, especially by authorities. Which type of certification is required for your specific case depends on the intended use. When in doubt, find out in advance what requirements the respective institution has.
Certifying documents: These places are responsible
The question of who is authorized to certify documents is crucial to ensure that the certification is recognized. Various bodies are authorized to certify documents, both within and outside of Germany.
Responsible bodies within Germany
In Germany, primarily seal-bearing authorities, such as city and municipal administrations, as well as notaries are authorized to conduct certifications. Schools can often certify their own documents, although this is usually limited to their own graduates. Universities also offer certifications, but the recognition may be limited, so prior clarification is advisable. Information on certifications at TH Köln can be found here.
Responsible bodies outside of Germany
Outside Germany, the issuing institutions (school or university) with an official seal, German embassies and consulates, ministries of education, and state notaries are authorized to certify documents. It is important to ensure that the certification is conducted by a recognized body to avoid issues when submitting the documents. Ludwig-Maximilians-Universität München offers detailed information for international students.
Non-authorized bodies
There are also bodies that are not authorized to certify documents. These usually include university secretariats, savings banks and health insurance companies (whose certifications are often not accepted), and parish offices (which are generally only allowed to certify their own documents). Therefore, it is advisable to check in advance which bodies are recognized for the certification of your document to avoid unnecessary costs and effort.
Certification process: Here's how it works in detail
The certification process involves several steps that must be carried out meticulously to ensure the validity of the certification. Here at Mentoc, we explain how the process works in detail and what you need to be aware of.
Comparison of Original and Copy
First, the certifying person compares the original with the copy. It is checked whether the copy is complete and identical to the original. Only if this is the case can the match be confirmed by signature and stamp. It is important for you to present the original document and a complete copy.
The Certification Note
An essential part of the certification is the certification note. This must precisely state that the copy matches the original. Furthermore, the note must include the location, date, signature of the certifying person, and the official seal. If any of these details are missing, the certification is invalid. The FernUniversität Hagen provides detailed guidance on the correct formulation of the certification note.
Specifics for Multi-Page Documents
There are specific requirements for multi-page documents. A distinction is made between collective certification and individual certification. With collective certification, all pages are securely fastened together (e.g., through binding and a seal) to ensure that no pages can be swapped. With individual certification, the name of the certificate holder must be noted on each page or explicitly mentioned in the certification note. The ASV Bayern recommends a specific sealing in the fold for A3 certificates.
Requirements for Certification: What You Need to Know
To ensure that your certificate authentication is recognised, certain requirements must be met. Here are the key points you should consider.
Completeness of Authentication
Only complete documents can be authenticated. Partial authentications are not permitted. Furthermore, copies of already authenticated copies cannot be authenticated. The original document must always be presented. The city of Munich points out that only complete documents can be authenticated and certain certificates need to be reissued by the registry office.
Original Documents
The original documents must be presented for authentication. These usually remain with the owner. The certifying authority merely makes a copy and confirms its conformity with the original. Therefore, it is advisable to keep the originals carefully.
Authentication of Front and Back
If both the front and back of a document need to be authenticated, the authentication note must explicitly mention this. For A3 certificates, the seal can be placed in the crease to authenticate both sides. Otherwise, each side must be authenticated separately. Ensure that the note clearly states that the authentication applies to both sides.
Certified translations: Here's how to proceed
In many cases, in addition to certification, a translation of the certificate is also required, especially if it is written in a foreign language. Here you can find out when a translation is necessary and who is authorised to carry it out.
When is a translation required?
A translation is required if the certificate is written in a language other than German. Exceptions apply to certain languages such as English, French, Italian, Catalan, Latin, Portuguese, Romanian, and Spanish. Uni-Assist, for example, requires translations in German or English, as described on the Uni-Assist website.
Who is authorised to translate?
The translation can only be carried out by court-sworn translators (with seal and address) or by authorised departments of the issuing institution. Translations by non-sworn translation agencies are generally not accepted. It is important to choose a qualified translator to ensure the recognition of the translation.
Requirements for the translation
The translation must originate from the original document, not from a copy. In addition, the source language must be indicated in the translation. The translator must confirm that the translation matches the original. Make sure all these details are included in the translation.
Certification of translations
Sworn translators can certify copies of their own translations. However, a separate certification is required for the original documents. It is advisable to have the translation and the original document certified at the same time to save time and costs.
Saving Costs: Overview of Fees for Certificate Authentication
The costs for certifying documents can vary depending on the body carrying out the certification. Here, you will find an overview of free and fee-based options.
Free Certifications
In some cases, certification is free of charge. Schools often provide free certification for school leaving certificates. The FernUniversität Hagen also offers free certifications for their own purposes at their campus locations. Take advantage of these opportunities to save costs.
Fee-Based Certifications
Fee-based certifications are usually offered by citizens' offices, notaries, municipal administrations, districts, city administrations, and courts. The fees can vary depending on the authority. It is advisable to inform yourself about the costs in advance.
Amount of Fees
The fees typically range between 5 and 10 euros per copy. Notaries are generally more expensive than citizens' offices. It is wise to compare the prices of the different authorities to find the most affordable option. The Karrierebibel provides an overview of the usual costs.
Avoiding mistakes: How to get your certificate authenticated smoothly
When certifying certificates, errors can occur that jeopardize the validity of the certification. Here are the most common errors and how you can avoid them.
Missing Details in the Certification Note
A common error is incomplete information in the certification note. Ensure that all required details (location, date, signature, seal) are present and that the note confirms the match between original and copy. If these details are missing, the certification is invalid.
Incorrect Place Chosen for Certification
Another error is choosing the wrong place for certification. Secretariats, savings banks, health insurance companies, and parish offices (often only for their own certificates) are generally not authorised to certify certificates. Check in advance which offices are recognised for your case.
Translation from a Copy
A common mistake in translations is that the translation is made from a copy of the certificate. The translation must always be made from the original. Ensure that the translator confirms this and specifies the source language.
Document Certification Made Easy: Your Guide to Success
Certified translation of certificates is an important step to authenticate your documents. With our comprehensive guide, you are well prepared to handle the process successfully. Here is a summary of the key points:
Important aspects of certification
Selecting the appropriate authorities: Find out which authorities are recognised for certifying your certificate.
Ensure complete and correct certification notes: Make sure all necessary information is included in the note.
Present original documents: Always present the original document along with a complete copy.
The future of certification
The digitalisation of certification processes is advancing and will lead to simplified procedures in the future. At Mentoc, we closely monitor these developments to continue offering you the best possible service.
Do you need assistance with the certification of your certificates? At Mentoc, we offer you a comprehensive network of sworn translators and experienced editors working in various fields, ensuring a fast, precise, and legally recognised service.
Certification of certificates doesn't have to be complicated. With proper preparation and the right partners, you can ensure that your documents are certified quickly and reliably. At Mentoc, we are pleased to assist you in making this process as simple as possible.
Do you have any questions about the certification of certificates or need assistance with the translation of your documents? Contact us today for personalised advice. We look forward to helping you!
More useful links
The TH Köln provides information about the official certification of documents.
Uni-Assist gives details about certifications and translations for academic applications.
The Ludwig-Maximilians-Universität München offers detailed information for international students.
The FernUniversität Hagen provides guidelines for the correct format of the certification note.
The ASV Bayern recommends a special seal in the fold for A3 certificates.
The City of Munich points out that only complete documents can be certified and certain certificates must be reissued by the registry office.
FAQ
What is the difference between official and public certification?
Official certification is conducted by authorities such as citizens' offices and is often sufficient for applications. Public certification is performed by notaries and is more widely accepted, especially by authorities.
Who is authorised to certify certificates?
In Germany, seal-bearing authorities (city and municipal administrations) and notaries are authorized. Schools can often certify their own certificates. Outside Germany, it is issuing institutions (with official seal), German embassies/consulates, ministries of education, and state notaries.
Which documents must be presented in original form?
For certification, the original document must always be presented. Copies of already certified copies cannot be certified.
What must a certification note contain?
The certification note must precisely state that the copy matches the original. It must include place, date, signature of the certifying person, and the official seal.
When do I need a translation of my certificate?
A translation is required if the certificate is written in a language other than German. Exceptions apply for certain languages such as English, French, Italian, Catalan, Latin, Portuguese, Romanian, and Spanish.
Who may translate my certificate?
The translation may only be carried out by court-sworn translators (with seal and address) or by authorized departments of the issuing institution.
What does a certificate certification cost?
The costs vary. Schools often offer free certifications. Fee-based certifications typically cost between 5 and 10 Euros per copy at citizens' offices. Notaries are usually more expensive.
What should be considered with multi-page certificates?
For multi-page documents, there is the collective certification (all pages attached) and the individual certification (name of the certificate holder on each page or in the note). The exact requirements must be observed.
