Have your documents certified in a legally secure manner
Learn all about the official certification of your documents. Mentoc provides legally valid certifications by sworn translators for certificates, diplomas, and contracts.
Recognised by authorities
Sworn translators
Prompt Processing
What is an official certification and why is it necessary?
Legal Validity
Protection against Counterfeiting
International Recognition
Requirement for authorities
The Process of Official Certification: A Step-by-Step Guide
The process of official certification ensures that your documents are legally recognised. The first step is to prepare the original document or an already certified copy. Then, contact an authority authorised to carry out certification – for copies, these are notaries or citizen service offices; for translations, only sworn translators like those at Mentoc. The responsible person checks the authenticity of the original and carefully compares it with the copy or translation to be made. Afterwards, the certification note is added. This contains confirmation of conformity, the location, the date, the signature, and the official seal of the certifying person or authority. This stamp gives the document its legal validity and authenticity.
Our Service
Certifications for Every Need
Certificates
Certification of birth and marriage certificates.
Testimonials
For university, school, and work.
Contracts
Legally compliant certification for legal documents.
Court Records
Certified translations for legal proceedings.
Company documents
For extracts from the commercial register and articles of association.
Medical Records
Certification of reports and findings.
Powers of Attorney
For legal representation at home and abroad.
Identification documents
Certified copies of passports and identity cards.
Apostilles
Procurement of apostilles for international use.
We ensure the legally compliant recognition of your documents through professional notarizations and translations.
Do you need a
official certification?
Certification vs. Apostille: What is the difference?
The terms certification and apostille are often confused, but they describe different levels of validation for international legal transactions. An official certification confirms nationally the authenticity of a signature or the concordance of a copy with the original. However, an apostille is a special form of super-legalisation for use abroad. It is required for documents intended for use in one of the more than 120 member states of the Hague Convention. The apostille confirms the authenticity of the signature and the seal on the original certification. For countries that are not part of the Hague Convention, even more comprehensive legalisation by the respective embassy is required. Mentoc advises you on which form is necessary for your destination country.
Which documents need to be officially certified?
The requirement for official certification extends to numerous types of documents that play a role in official legal and business transactions. Among the most common are civil status certificates such as birth certificates, marriage certificates, and death certificates. Equally essential is the certification for educational credentials, including school reports, university degrees, and diplomas, especially when applying abroad. In the legal domain, certified contracts, powers of attorney, wills, and court records are indispensable to prove their legal validity. Companies require certified extracts from the commercial register, articles of association, or balance sheets for international business relations. Mentoc ensures that each of these specific documents is professionally and recognizably translated and certified.
The role of the sworn translator in certified translations
A sworn (or certified/authorized) translator is a professional appointed by a court, authorized to confirm the accuracy and completeness of translations in a legally binding manner. This role is crucial because standard translations are not recognized by authorities. The sworn translator not only provides a linguistically precise translation but also adds a certification note, their official stamp (seal), and signature. This transforms a simple translation into an official document. At Mentoc, we work exclusively with a network of such qualified language experts to ensure that your translated documents – from certificates to court judgments – meet all legal requirements both domestically and abroad.
Costs of an official certification: What should you expect?
The cost of official certification varies and depends on several factors. For a simple copy certification by a citizen's office, there are usually small, flat-rate fees. Notaries charge their fees according to the Court and Notary Costs Act (GNotKG), where the business value can play a role. For certified translations, such as those offered by Mentoc, the price is based on the length of the text (line or word price), the language combination, the degree of specialisation, and the urgency. Complex legal or medical texts are more demanding than a standard document. A reputable provider like Mentoc will always provide you with a transparent, non-binding offer that clearly breaks down all the items, ensuring you have full cost control.
Certified
Translation
Specialist Translation
Law & Finance
Professional
Proofreading
Common Mistakes in Official Certification and How to Avoid Them
To avoid delays and additional costs, you should be aware of common sources of errors. A frequent mistake is submitting incomplete or poorly legible original documents. Ensure all pages are present and clear. Another hurdle is choosing the wrong form of certification: Often, a simple certification is ordered when an apostille or legalization for abroad would be necessary. Clarify this in advance with the requesting authority. Additionally, engaging a non-sworn translator for a certified translation is fatal, as it is legally worthless. Also, plan sufficient time, as last-minute orders are more expensive and official processes can take time. Professional advice, as provided by Mentoc, helps to avoid these mistakes from the outset.
Official Certification for Abroad: Ensuring International Recognition
When documents need to be presented abroad, a simple German certification is often not enough. This is where international legal transactions come into play, which are mainly regulated by two procedures: the apostille and the legalisation. The apostille under the Hague Convention is a simplified procedure for member states and confirms the authenticity of the German certification. For all other countries, the more complex legalisation is required, where the document goes through several stages – from preliminary certification in Germany to final confirmation by the embassy of the destination country. Mentoc not only supports you with professional certified translations, but also advises you competently on the specific requirements of your destination country to ensure smooth and swift recognition of your documents worldwide.
Digital vs. Physical Authentication: What is the Future?
While physical certification with stamp and signature on paper is the established standard, digital certification is becoming increasingly important. Using a qualified electronic signature (QES), sworn translators and notaries can digitally sign documents with legal certainty. This electronic form offers advantages such as faster transmission and easier archiving. In Germany and within the EU, digital certification is already recognised by many authorities and courts, particularly in electronic legal transactions. However, acceptance in the international context is not yet universal. Mentoc closely monitors developments and already offers digitally certified translations where possible and beneficial, to provide our customers with the most modern and efficient solutions.
Who is authorised to conduct an official certification?
Selecting the right service provider for official certifications is crucial to the success of your endeavour. A reputable provider like Mentoc is characterised by clear quality standards. Ensure that only publicly appointed and sworn translators are used. Transparency in pricing is essential – a detailed, non-binding quote without hidden costs is standard. Another indicator is adherence to strict data protection regulations (GDPR), as you will be submitting sensitive documents. Professional advice and clear communication are also essential. The provider should be able to answer your questions competently and explain the process clearly. Positive customer reviews and extensive experience in handling official documents complete the profile of a trustworthy partner.
