You've been accepted to your dream German university—congratulations! But now they're asking for something called a "beglaubigte Übersetzung" of your academic documents, and your carefully arranged sworn translation was just rejected. What went wrong?
If you're feeling confused and frustrated, you're not alone. The specific requirements for certified translations in Germany catch many international students off guard. This guide will walk you through exactly what you need, how to get it, and how to avoid the common pitfalls that delay applications.
Summary
What German Universities Require: A "beglaubigte Übersetzung" is a certified translation performed by a translator officially sworn in by a German court. Translations from sworn translators in other countries are not legally recognized and will be rejected.
How to Get It: The official database to find an authorized translator is
justiz-uebersetzer.de. You must submit the physical, hard-copy translation with its original stamp; digital scans are not accepted by universities or processing centers like uni-assist.Plan Ahead: Start the process at least one month before your application deadline to account for translation time (typically 3-5 business days) and international shipping.
A Reliable Option: For a streamlined process, Bluente offers certified translations from court-sworn professionals accepted by German universities, starting at $25/page with a 24-hour turnaround.
What is a "Beglaubigte Übersetzung" (and Why Isn't Any Translation Enough)?
A beglaubigte Übersetzung is a certified translation performed by a translator who has been officially sworn in by a German court. These professionals, known as vereidigte Übersetzer (sworn translators), have undergone specific certification and are legally authorized to certify translations in Germany.
What makes this different from standard translations or even sworn translations from other countries?
The key difference is legal recognition. When a sworn translator in Germany completes a translation, they add their official stamp and signature along with a certification clause (Beglaubigungsvermerk) that confirms the accuracy and completeness of the translation. This gives the document legal standing in German institutions.
This is why German universities and processing centers like uni-assist are so strict. They cannot accept just any translation—even if it's from a "sworn translator" in your home country—because German law specifically recognizes translations certified by translators authorized in Germany.
Common documents requiring a beglaubigte Übersetzung include:
Academic transcripts and diplomas
Birth certificates and identification documents
Language proficiency certificates
Any other legal documents required for your visa or enrollment
According to uni-assist, the central processing center for many German university applications, translations must be performed by someone authorized to make translations under oath in Germany. This is non-negotiable.
The Official Hub: How to Find an Authorized German Translator
The most reliable way to find an officially recognized translator in Germany is through the nationwide database: justiz-uebersetzer.de. This is the official directory of interpreters and translators who have been sworn in by German courts.
Here's how to use the database:
Select your source language ("Ausgangssprache") – the original language of your documents
Select German as the target language ("Zielsprache")
Optionally, narrow your search by state ("Bundesland") or city ("Ort") if you prefer someone local
Click search to generate a list of authorized translators with their contact details
What If I'm Not in Germany?
This is a common challenge for international students. If you're not in Germany, you have several options:
Contact the German embassy or consulate in your home country. They can often provide a list of recognized translators or may even be able to certify translations themselves.
Use an online service like Bluente, which provides official translations from certified professionals suitable for academic and university submissions.
Check with the BDÜ (German Translators and Interpreters Association) for additional translator recommendations.
Remember that the translator must be authorized in Germany, regardless of where you or they are physically located.
The Step-by-Step Process for Obtaining Your Certified Translation
Now that you understand what a beglaubigte Übersetzung is and how to find a qualified translator, here's the exact process to follow:
1. Prepare Your Documents
First, gather all the original documents you need translated. Ensure they are:
Clean and legible
Complete (no missing pages)
Unaltered in any way
Create high-quality digital scans of these documents. Many translators can provide a quote based on these scans, which saves time, especially if you're outside Germany.
2. Request Quotes
Contact several translators from the justiz-uebersetzer.de database or use a specialized service like Bluente. Send them your document scans and request:
A price quote
Estimated delivery time
Information on their process (some may require original documents)
Many students find it frustrating when translators ask to see the documents before providing a quote. This is standard practice because pricing depends on:
Document complexity
Number of pages
Technical terminology
Urgency
3. Place Your Order & The Translation Process
Once you accept a quote, the translator will begin work. The process typically involves:
The translator carefully translates your document while maintaining the original formatting and structure
They add their official stamp and certification clause (Beglaubigungsvermerk), which states that the translation is a true and accurate rendering of the original
Some translators may attach a copy of the original document to the translation
4. Receiving Your Beglaubigte Übersetzung
You will typically receive two items:
A digital copy (PDF) for your records
The physical, hard copy by post with the original signature and stamp
CRITICAL WARNING: For university applications via uni-assist or directly to universities, you almost always need to submit the physical, original certified translation. As uni-assist explicitly states: "Scans or uploads of certified documents are not adequate; physical copies must be sent by post."
Managing Timelines and Costs: What to Expect
Timeline Expectations
One of the most common questions is: "How long does it take to get a certified translation?" The answer varies based on several factors:
Simple documents (1-2 pages): Often completed in 24-48 hours
Standard documents (3-5 pages): Typically take 3-5 business days
Complex or lengthy documents: May require 1-2 weeks or more
Rush services: Many translators offer expedited service for an additional fee
Always factor in mail delivery time, both to the translator (if sending originals) and back to you. This can add several days to weeks depending on your location.
Advice: Start this process AT LEAST a month before your application deadline. Last-minute requests are possible but will cost significantly more.
Cost Expectations
As one experienced applicant noted, "You are not looking for a run-of-the-mill translator here but for the highest ranks." Certified translations are an investment in your application's success.
While individual translators often quote based on document complexity, specialized online services can offer more predictable, flat-rate pricing. For example, Bluente's certified translation service provides official translations for academic purposes at a flat rate of $25 per page, often with a standard 24-hour turnaround.
For comparison, typical pricing from individual freelance translators can look like this:
Simple documents (e.g., ID card): starting from €54,80
Official documents (e.g., birth certificate): starting from €58,80
Complex documents (e.g., academic transcript): starting from €64,80
Additional factors that affect pricing:
Document length and complexity
Language pair (rare languages cost more)
Turnaround time (rush service adds 25-50%)
Whether notarielle Beglaubigung (notarization) is also required
While it might be tempting to search for the cheapest option, remember that rejected translations will cost you more in the long run, both in money and missed deadlines.
Critical Mistakes to Avoid
Many university applications are delayed or rejected due to translation issues. Here are the most common pitfalls to avoid:
1. Using a Non-Authorized Translator
The most frequent mistake is using a translator who isn't officially sworn in Germany. Even if they call themselves a "sworn translator" in another country, their translation may not be accepted. Always verify credentials via justiz-uebersetzer.de.
2. Submitting a Scan Instead of the Hard Copy
Digital scans of certified translations are generally not accepted for official purposes. Universities and uni-assist require the physical document with the original stamp and signature.
3. Confusing Certified Copies with Certified Translations
These are two different requirements:
A certified copy (beglaubigte Kopie) confirms that a copy is identical to the original document
A certified translation (beglaubigte Übersetzung) confirms that the translation accurately represents the original text
For university applications, you typically need both: certified copies of your original documents AND certified translations of those documents.
4. Forgetting the Apostille
Some documents may require an Apostille (international authentication) before they can be translated. This is an additional certification that verifies the document's authenticity across international borders.
Check with your target university or the German embassy if your original documents require an Apostille before translation. Getting this wrong can cause significant delays.
5. Starting the Process Too Late
Translation services take time, especially for lengthy academic transcripts or multiple documents. The physical mailing of documents adds further delays. Starting this process too close to your application deadline is a recipe for stress and potential failure.
Conclusion
Obtaining a proper beglaubigte Übersetzung is a crucial step in your German university application process. While it may seem bureaucratic and complex, understanding the process will save you significant time and stress:
Find an authorized sworn translator through the official justiz-uebersetzer.de database
Submit clear scans of your documents for quotes
Budget appropriately for the cost and time required
Always submit the physical, original certified translation
The most important advice: start early. Giving yourself at least a month before your application deadline will ensure you have time to address any unforeseen issues.
By following this guide, you'll navigate one of the most challenging aspects of German university admission with confidence, bringing you one step closer to your academic goals in Germany.
Frequently Asked Questions (FAQ)
Why was my sworn translation rejected by my German university?
Your sworn translation was likely rejected because it was not performed by a translator officially sworn in by a German court. German universities and authorities like uni-assist only accept a "beglaubigte Übersetzung," which is a translation certified by a "vereidigte Übersetzer" (sworn translator) registered in Germany. Translations from sworn translators in other countries, even if official there, do not have legal standing in Germany and are therefore not accepted for official applications.
What is the difference between a certified copy and a certified translation?
A certified copy verifies that a photocopy is a true replica of an original document, while a certified translation confirms that the translated text is an accurate rendering of the original text. For your German university application, you will almost always need both. First, you get certified copies (beglaubigte Kopien) of your original academic documents. Then, you submit those copies to a sworn translator to get a certified translation (beglaubigte Übersetzung).
Where can I find a court-sworn translator for Germany?
The official and most reliable place to find a court-sworn translator for Germany is the government's nationwide database at justiz-uebersetzer.de. This online directory allows you to search for authorized translators by source and target language. You can also contact the German embassy or consulate in your country for a list of recognized translators or use specialized online services that work exclusively with translators who are sworn in German courts.
Do I need to mail my original documents to the translator?
No, in most cases you do not need to mail your original documents. Most sworn translators in Germany can work from high-quality digital scans of your documents, and they will note in their certification that the translation was made from a scan. However, you will receive the final certified translation as a physical, hard copy by mail, as this is the version you must submit to the university or uni-assist.
How much does a "beglaubigte Übersetzung" cost?
The cost for a certified translation typically starts around €50-€65 per page for standard documents but can vary based on complexity, language, and urgency. Pricing is influenced by factors like word count, technical terminology, and the language pair. Some online services offer flat-rate pricing, such as $25 per page, which can be more predictable for students. Always request a quote from several translators to compare prices.
How long does it take to get a certified translation for a university application?
The process usually takes 3-5 business days for standard documents, plus additional time for postal delivery. Simple, single-page documents can sometimes be turned around in 24-48 hours, while more complex documents may take a week or more. It is crucial to factor in shipping time for the physical document to reach you, which can add several days or even weeks if you are outside of Germany. Always start the process at least one month before your application deadline.