Sworn translation in the EU: when is it needed and how to do it

Sworn translation is a prerequisite for the recognition of documents abroad. Find out when it is needed, how the procedure works, and how to easily order the service through Visit Ukraine

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When moving, studying, working or applying for a residence permit in the countries of the European Union, there is often a need for an official translation of documents. In most cases, a regular translation is not enough - the receiving institutions require a sworn translation, as it guarantees the accuracy and legal force of the document in the territory of another country. Errors or the absence of a properly executed translation may lead to a refusal to consider the documents.

In this article, we will consider what a sworn translation is, for which documents it is needed, how it is done, and where to get help with a sworn translation.

What is a sworn translation and how does it differ from others?

A sworn translation is a translation performed and certified by an officially authorized translator who has the appropriate status in an EU country. Its task is not only to accurately convey the content of the text, but also to ensure the legal force of the document for its acceptance abroad.

Sworn translation is performed by a separate group of certified translators who have the appropriate official permission of the country for which the translation is being made. These specialists have a high level of proficiency in the language, take an oath and are officially registered with the Ministry of Justice of the relevant state.

At the same time, the translation procedure itself is quite simple: after completing the work, the translator puts a special seal that confirms the authenticity of the translation. In addition, the translator enters the document into his own register, similar to the register used by Ukrainian notaries. Such a translation has legal force equivalent to the original document.

What documents usually require a sworn translation?

Sworn translation is usually required to legalize documents in the following situations:

- Registration of documents for residence abroad (obtaining a visa, residence permit, citizenship, etc.);

- Admission to a foreign educational institution;

- Official employment.

Most often, the services of a sworn translator are ordered for the translation and legalization of the following documents:

- Birth, marriage, divorce, death certificates;

- Educational documents (certificate or diploma);

- Court verdicts, rulings or decisions;

- Purchase and sale contracts;

- Notarized powers of attorney;

- Medical certificates;

- Certificates of no criminal record;

- Employment records;

- Insurance policies;

- Financial reports.

Peculiarities of sworn translation in different EU countries

Not all EU countries directly require certified translations for all official documents, and the rules may vary depending on the context and the receiving authority. Below is a list of countries where certified translations are usually required (especially for official/legal documents):

- Austria - certified translations are required for many official purposes (courts, authorities).

- Belgium – certified translations are required for official/legal use.

- Germany – certified translations are required for many official structures (court, migration service, authorities).

- Hungary – certified translations are required for official/legal documents. Only translations made by the National Translation Office (OFFI) or by certified translators are accepted.

- Italy – official documents must be translated by sworn translators.

- Netherlands – for official/legal use, sworn translators with state accreditation are required.

- Poland – sworn translations are required for legal and administrative documents. Must be made by translators who have passed the state exam and are on the official lists.

- Spain – sworn translations (traductor-intérprete jurado) are required for official/legal documents submitted to authorities or courts.

- Sweden – many official purposes require certified translations.

How does a sworn translation work?

In general, the sworn translation procedure includes the following stages:

Step 1 – Preparation of documents

The customer provides the translator or translation agency with the originals or certified copies of the documents that need to be translated.

Step 2 – Translation performance

A sworn translator who has the appropriate certification or official status translates documents from one language to another. The translation is carried out in compliance with all norms, standards and requirements established by law.

Step 3 – Translation certification

After the translation, the translator puts his official seal and signature on the document, certifying the authenticity and completeness of the translation. This step makes the translation legally recognized.

Step 4 – Additional notarization (if necessary)

In some countries or cases, for additional legalization, the translation may require notarization or apostille, but in most cases, a sworn translator already has the authority to confirm the translation without additional actions.

In order for your documents to be officially recognized in EU countries, it is important to make a high-quality sworn translation. The Visit Ukraine team provides full legal support - quickly, conveniently and in accordance with the requirements of each country. We understand how important time and convenience are for our clients, which is why the process of ordering services is optimized as much as possible and available online. Just fill out the online form yourself or leave a request by phone number +380-93-83-92-984 (Viber, WhatsApp, Telegram).

Do I need to make an apostille before translation?

An apostille is a special stamp that confirms the authenticity of a document for submission to foreign institutions. It is affixed to official documents (certificates, certificates, extracts, diplomas, etc.) issued in a country that is a party to the 1961 Hague Convention. An apostille is required if you:

- Apply for a residence permit/permanent residence permit in the EU;

- Get married, or enroll in an educational institution or plan to work abroad;

- Register a birth, death or other civil status acts abroad;

- Plan to have a diploma or other educational document recognized.

In most cases, an apostille is applied to a translation, that is, the original or copy of the document is first certified, and only then a sworn translation is performed.

Important! If you first make a translation and then an apostille, foreign authorities may not accept the documents. Therefore, following the correct sequence is critically important.

If you need help with legalizing Ukrainian documents abroad, contact Visit Ukraine specialists, as we provide a full range of services:

- Order a sworn translation online with delivery.

- Assistance with apostille and legalization of documents for submission in EU countries.

- Comprehensive support: translation + certification + registration.

We take on all bureaucratic difficulties so that you receive officially recognized documents without unnecessary hassle. We work with most countries of the world quickly, accurately and taking into account the requirements of the state to which you are submitting documents.

Order an apostille and sworn translation service online at Visit Ukraine and get rid of bureaucratic difficulties during migration abroad.

Reminder! Foreigners do not have to come to Ukraine to receive documents. We have already told you how to remotely issue certificates, diplomas or archival certificates and how to ensure the legal force of documents for submission abroad.

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