Frequently asked questions about translation, apostille and certification

Which comes first, the apostille or the translation?

The apostille first. It goes on the original document, and the stamp itself has to be translated too. If you translate earlier, you will pay for a second translation that includes the stamp.

Exception: when the receiving party requires an apostille both on the original and separately on the translation. That depends on the country.

Who issues apostilles in Ukraine?

Three authorities, depending on the document. The Ministry of Justice — civil registry certificates, notarial documents, powers of attorney and court decisions. The Ministry of Education and Science — diplomas, school certificates, transcripts and academic records. The Information Department of the Ministry of Internal Affairs — police clearance certificates.

How long is an apostille valid?

The stamp itself never expires. What expires is the document underneath it: a police clearance certificate, for example, is usually accepted for three months. Check the requirements of the institution you are submitting to.

Which countries need an apostille?

Most members of the Hague Convention: Germany, Austria, Switzerland, Italy, Spain, Portugal, France, the Netherlands, Greece, the United Kingdom, the United States, Ireland, Türkiye, Israel and others.

It is not needed for countries that have a legal assistance treaty with Ukraine: Czechia, Hungary, Romania, Bulgaria, Serbia, North Macedonia, Moldova, Lithuania, Latvia, Estonia, Georgia, Armenia, Azerbaijan, Kazakhstan, Kyrgyzstan, Uzbekistan, Tajikistan, Mongolia. For those a translation with notarial certification is enough.

Check your own country here — the list has exceptions, and Poland and Canada are the two that catch people out most often.

Are a diploma and its supplement one document or two?

Two. Both the translation and the apostille are counted separately for the diploma and for the supplement. The same applies to a school certificate with its supplement. Worth budgeting for in advance.

How is notarial certification different from an agency stamp?

A notary certifies that the translator signature is genuine, and the translator qualification is documented. That is what state authorities, consulates, courts and universities accept. An agency stamp only confirms that an agency did the work, and it is not accepted everywhere. More about notarized translation.

Why does the spelling of my name have to match my passport?

Official transliteration rules and the spelling in a passport often disagree. The Ukrainian surname Гнатюк is HNATIUK in the passport, but the rules would produce GNATYUK. To the officer checking your file those are two different people, and the documents come back.

The same happens in reverse for foreign nationals: your name written in Ukrainian documents may be transliterated back into Latin letters differently from your own passport.

The passport always wins. That is why we ask for a scan of it along with the document.

Do you need the original document?

For a quote, a photo or a scan is enough. The original is needed at the notarial certification stage and for the apostille.

How long does a translation take?

One working day as standard. A same-day translation is possible at double the rate. Volume matters: a twelve-page diploma supplement takes longer than a certificate.

How is a page counted?

A billing page is 1,860 characters including spaces in the finished translation, roughly 250 words. A birth certificate usually fits into one page. See prices.

Can I translate the document myself and have you certify it?

No. The notary certifies the signature of a translator whose qualification is on record. On top of that, most institutions — Canadian immigration among them — do not accept a translation made by the applicant or a family member.

What is a sworn translation and when do I need one?

It is a translation by a translator appointed by the destination country. Polish government offices, universities and employers accept it without any further certification in Ukraine. It is the usual requirement for Poland; for most other countries a notarised translation from Ukraine is what is asked for.

Does a translation for a Ukrainian consulate need an apostille?

No, not if the translation is certified by a Ukrainian notary — consulates accept it without an apostille on the translation itself. The apostille is needed on the foreign document.

What does WES require from a diploma translation?

A word-for-word translation of the whole document with the layout preserved: the table of subjects stays a table, and every subject, credit hour and grade is translated. The translation cannot be done by the applicant or a family member. More about diplomas and WES.

I am not in Ukraine. Can you still help?

Yes — that is most of what we do. Send a photo of the document, we confirm the price and the timeline, and the finished document goes to your address abroad by courier. For documents that have to be obtained in Ukraine, such as a police clearance certificate or a duplicate civil registry certificate, your presence is not required either.

What does a quote cost?

Nothing. We look at the document, name the final sum and the timeline, and that puts you under no obligation.

Which documents do you translate?

Civil registry certificates, police clearance certificates, diplomas and school certificates with supplements, medical and court documents, powers of attorney, register extracts, contracts. More than 45 languages.

My country is not in the Hague Convention. What then?

The document goes through consular legalisation instead — a chain of several authorities ending at the consulate of your country. We do the translation and notarial certification; the legalisation itself has to be done in person and we do not carry it out.