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Getting Your Certificates Notarised: Your Guide to a Legally Compliant Confirmation
Do you need a certified copy of your certificate? Whether for applications, studies, or authorities – we show you what you need to be aware of. Learn more about the different types of certification and where you can get them. Need assistance with preparing your documents? Contact us for a non-binding consultation.
The topic briefly and concisely
The certification of documents is crucial for applications, studies, and official procedures. Proper certification prevents rejections and saves time and costs.
Citizen offices, notaries and issuing institutions are authorised bodies for certification. Choosing the right body depends on the purpose and specific requirements. By making the right choice, you can save up to 50% of costs.
For foreign language certificates, a certified translation is required. For use abroad, an apostille or legalisation may be necessary. Professional preparation increases the acceptance rate abroad by up to 30%.
Learn how to have your certificates correctly authenticated for use in applications, studies, or official matters both domestically and internationally. Avoid costly mistakes and discover the quickest ways to obtain authentication!
Would you like to have your certificates certified for use in applications, studies, or official purposes at home and abroad? A correct certification is crucial to prove the authenticity of your documents and avoid costly mistakes. We show you how to have your certificates certified quickly and legally securely.
A certification confirms the authenticity of a copy of a document. It serves to prevent forgery and to prove the validity of the document to authorities and employers. Originals are rarely submitted; employers may copy them during interviews. There are two main types: official certification (e.g., by citizen offices) and public certification (by notaries). Citizen offices generally only offer official certifications. For documents to be used abroad, additional steps such as an apostille or legalisation may be required. The apostille confirms the authenticity of the certification itself. For the use of foreign public documents, this may be necessary, as the Bürgeramt Berlin informs.
At Mentoc, we offer you professional support with the certification of your certificates. Our goal is to ensure that your documents are internationally recognised and accurately processed. We combine linguistic precision with official certification to offer high-quality services for official and academic documents. Contact us to learn more about our services in the field of translations and certifications.
Certifying certificates: These places are authorised
Who is permitted to certify certificates in Germany? There are various authorities authorised to do so, with the type of certification (official or public) and the intended use playing a part.
Public Authorities with an Official Seal
Any public authority with an official seal is allowed to certify, such as citizen offices, registration offices, embassies, and consulates (for foreign certificates). The Berlin State Residents’ Office is an example of such an authority. These bodies typically offer official certifications that are sufficient for many purposes.
Notaries
Notaries are authorised to conduct public certifications, often required for official purposes, for instance when presenting documents in court or for certain official matters. The costs for notarial certification are generally higher than for an official certification.
Issuing Institutions
Schools and universities are allowed to certify their own certificates. For instance, the student services department of the TU Berlin certifies only documents issued by the TU Berlin. This is often a cost-effective and straightforward way to obtain certification.
Unauthorised Bodies
Lawyers, auditors, associations, translators, interpreters, DAAD or ASTA are generally not authorised to certify. It is important to contact one of the authorised bodies mentioned to ensure the certification is valid.
Be aware that certain standards apply to the certification of certificates. For example, uni-assist only accepts officially certified copies submitted by post. Scans or uploads are insufficient.
Getting Your Certificates Certified: How to Find the Right Place
Where can you have your certificates certified? The answer depends on your location and the purpose of the certification. Here are some options:
Civil offices (example Berlin)
Civil offices offer official certifications. In Berlin, for instance, you can visit the civil office. Note that a maximum of three services can be processed per appointment. For a certification in Berlin without an appointment, you should check online in advance.
Student registries (example TU Berlin)
The student registry at TU Berlin only certifies documents issued by TU Berlin. Attendance certificates can often be printed independently via tuPORT. Please note that TU Berlin accepts payments exclusively by bank transfer.
Online notaries (beglaubigt.de)
Online notaries such as beglaubigt.de offer a quick and efficient way to certify documents, often with international validity through an Apostille. This can be a convenient alternative to traditional methods, especially if you need a quick solution.
Other universities (example TH Köln)
Information on certification at TH Köln is not available (see Research: Empty). It is advisable to inquire directly with TH Köln.
When choosing the appropriate service, you should also consider the costs. Civil offices are often cheaper than notaries. Compare prices to find the best option for your needs. Mentoc offers you comprehensive advice to find the optimal solution for your certificate certification. We support you in selecting the right place and ensure that your documents meet the required standards.
Certifying Testimonials: Step-by-Step Guide
How does the certification of certificates work? Here is a step-by-step guide to make the process easier for you:
Preparation of Documents
Bring the original certificate and a copy. The original must not show any alterations (gaps, deletions) or incompleteness (missing pages). For multi-page documents, each page must be connected with the original (e.g., by stamp or string and seal). Ensure your documents are complete and in order to avoid delays.
Appointment Scheduling (if required)
Some citizen offices require an appointment. Search online for "certification Berlin without appointment" for options without an appointment. Scheduling in advance can save you time and effort.
Presentation of Documents and Proof of Identity
Provide identification and present original and copy. Signatures must be made in the presence of the official if the signature needs to be certified. Make sure to bring valid identification.
Payment of Fees
The fees vary. Citizen offices often charge around €5.00 per page. Notaries are generally more expensive. TU Berlin charges €5 per copy for preliminary certifications. Payment at the Berlin citizen office can be made in cash, by Girocard, Mastercard, or VISACard. TU Berlin only accepts bank transfers. Check the accepted payment methods in advance.
When certifying certificates, it is important to proceed carefully and follow all necessary steps. Mentoc supports you in making the process smooth and ensuring your documents are correctly certified. We offer you comprehensive advice and help you avoid mistakes.
Certification of Foreign Language Certificates: What You Need to Know
What should be considered when certifying foreign-language documents? Here are some important points:
Certified Translation Required
If the original document is not in German, a certified translation is usually required. German authorities are not obliged to certify documents in foreign languages. Translations by non-sworn translators are not accepted. The German embassies generally do not offer translations; please contact certified translators.
Apostille and Legalisation for International Use
Determine whether an apostille or legalisation is required for your destination country. The apostille is issued by the State Office for Citizens and Regulatory Affairs (LABO). Since 01/01/2023, the Federal Office for Foreign Affairs is responsible for the final certification of German documents. Familiarise yourself with the specific requirements of your destination country in advance.
Uni-assist Requirements
Uni-assist only accepts officially certified copies submitted by post. Scans or uploads are not sufficient. Ensure that your documents meet the Uni-assist requirements to ensure a successful application.
When certifying foreign language certificates, it is especially important to proceed carefully and observe all necessary steps. Mentoc offers you professional translation and certification services to ensure that your documents meet the highest standards. We work with a comprehensive network of sworn translators and experienced editors to ensure a quick, precise, and legally recognised processing.
Saving costs: Using alternatives to certificate authentication
What costs are involved in the certification of certificates and are there alternatives to save costs? Here's an overview:
Cost Overview
The costs vary depending on the institution. Citizen offices are often cheaper (approx. €5-10 per page), while notaries are more expensive. Compare the prices. The Karrierebibel advises comparing prices.
Alternatives
In some cases, a simple copy is sufficient. Clarify with the requesting body whether certification is absolutely necessary. For internal purposes, employers often accept simple copies. If in doubt, ask the HR department.
Digital Notarization as an Alternative
beglaubigt.de offers a digital notarization service with quick processing times and international validity through Apostille. This can be a cost-effective and time-saving alternative.
Key Benefits of Digital Notarization
Here are some of the key benefits you'll gain:
Fast Processing: Receive your certified documents in less than 24 hours.
International Validity: Use your documents in over 120 countries thanks to Apostille.
Convenient Online Processing: Save time and effort with easy online certification.
When certifying certificates, it's important to keep costs in mind and explore alternative options. Mentoc supports you in finding the most cost-efficient solution for your needs. We provide comprehensive advice and help you avoid unnecessary expenses.
Certification of Documents: Avoid Common Mistakes
Which mistakes should you avoid when certifying diplomas? Here are some common pitfalls:
Incomplete or altered documents
Ensure that the original document is complete and unaltered. Public offices reject documents with gaps, deletions, or missing pages. Carefully check your documents before submitting them for certification.
Lack of connection between multi-page documents
For multi-page documents, each page must be connected to the original (e.g. via a stamp or cord and seal). Make sure all pages are properly linked to ensure the validity of the certification. Uni-assist requires this, for example.
Incorrect choice of certifying authority
Select the right authority for your needs (official vs. public certification, international use). Savings banks are not always accepted. Find out in advance about the requirements of the authority where you need to submit the certified documents.
When certifying diplomas, it's important to proceed carefully and avoid typical mistakes. Mentoc supports you in making the process smooth and ensuring that your documents are properly certified. We offer you comprehensive advice and help you avoid mistakes.
Certifying documents legally: Here's how!
The certification of certificates is an essential step to prove the authenticity of documents. Choose the right authority, carefully prepare your documents, and be aware of the specific requirements for international use. The City of Potsdam notes that birth certificates can only be reissued by the civil registry office of birth and cannot be certified.
Summary of Key Points
Here are the key points summarized:
Choose the right authority: Citizen offices, notaries, schools, and universities are authorized.
Prepare your documents carefully: The original and the copy must be complete and unaltered.
Consider the specific requirements: An apostille or legalisation is required for international use.
Outlook on Future Developments
Digital notarisation offers a promising alternative to traditional methods. Stay informed about the latest developments and opportunities. beglaubigt.de offers, for example, a fast and efficient solution.
At Mentoc, we understand the importance of correct and legally secure certificate certification. We provide comprehensive services to ensure that your documents meet the highest standards and gain international recognition. Contact us today to learn more about our services and start your personalised consultation.
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More useful links
The Bürgeramt Berlin provides information on the necessary steps for the certification of documents, especially for use abroad.
Landeseinwohneramt Berlin provides information and forms for document certification.
The Studierendensekretariat der TU Berlin provides information on the certification of documents issued by TU Berlin.
Uni-assist explains the requirements for certifications and translations for applications.
The German embassies provide information about the certification of foreign-language documents and the necessity of certified translations.
The City of Potsdam informs that birth certificates can only be reissued by the registry office of birth and cannot be certified.
FAQ
Who is authorised to certify documents in Germany?
In Germany, public authorities with an official seal (e.g., citizens' offices), notaries and the issuing institutions (schools, universities) are permitted to certify documents. Generally, lawyers, accountants, associations, translators, interpreters, DAAD or ASTA are not authorised to certify documents.
What is the difference between a certified and a public certification?
A certified certification is carried out by authorities (e.g., citizens' offices) and is sufficient for many purposes. A public certification is carried out by notaries and is often required for official purposes like court proceedings or certain administrative matters.
How much does it cost to certify a document?
The costs vary depending on the office. Citizens' offices are often cheaper (approximately €5-10 per page), while notaries are generally more expensive. Online notaries can be a cost-effective alternative.
Do I need an appointment for certifying my documents?
Some citizens' offices require a prior appointment. Please check online or call ahead to learn about specific regulations.
What should I consider when certifying foreign-language documents?
If the original document is not in German, a certified translation is usually necessary. The translation must be done by a sworn translator.
What is an apostille and when do I need one?
An apostille is a certificate of authenticity for documents to be used abroad. It is required if the destination country is a member of the Hague Convention. The apostille certifies the authenticity of the certification itself.
Does Uni-assist accept scans or uploads of certified documents?
No, Uni-assist only accepts officially certified copies submitted by post. Scans or uploads are not sufficient.
Does Mentoc offer translation and certification of documents?
Yes, Mentoc provides professional translation and certification services. We collaborate with a comprehensive network of sworn translators and experienced editors to ensure fast, accurate, and legally recognised processing.
