You’ve gathered your documents, found a translator - and suddenly you’re stuck: do you get the apostille first and then translate? Or translate first and then get the apostille? Some say one thing, some say another. Forums contradict each other. And getting the order wrong means wasted time, money, and having to start over. Let’s settle this once and for all.
Short answer: apostille first, then translation¶
Here’s the universal rule: get the apostille on the original document first, then translate the apostilled document.
Why this order? An apostille is a stamp that confirms the document’s authenticity and the authority of the person who signed it. It’s essentially an authenticity certificate. When you translate a document that already has an apostille, the translator translates both the document itself and the apostille text. The foreign authority receives a complete package: the original with proof of authenticity + a translation of everything.
If you do it the other way around - translate first, then get the apostille on the original - the translation “doesn’t see” the apostille. They exist separately. The foreign authority receives a translation without any proof of authenticity. Best case, they’ll ask you to redo it. Worst case, they’ll reject your application.
As translation bureau Mova Expert explains:
First, you need to get the apostille on the document to confirm its authenticity, and then after the apostille stamp is placed, the translation is done according to the requirements of the receiving party.
The logic is simple: the apostille certifies the original. The translation conveys the content to a foreign reader. A translation without a certified original is like a copy without a seal - it exists, but it doesn’t prove anything.
Step-by-step sequence for standard cases¶
Here’s the algorithm for most countries (Germany, Poland, Czech Republic, Estonia, and other countries where a single apostille is sufficient):
Step 1: Figure out who issued the document¶
This determines where to get the apostille:
| Document type | Who issues the apostille | Where to apply |
|---|---|---|
| Birth, marriage, divorce, death certificates | Ministry of Justice | Regional justice offices, state notary offices |
| Criminal record check | Ministry of Justice | Same |
| Diploma, school certificate, diploma supplement | Ministry of Education (MON) | Kyiv, MON, 25 V. Chornovola St. |
| Medical documents | Ministry of Health | Through MOH or Ministry of Justice (depends on type) |
| Notarized documents (powers of attorney, copies) | Ministry of Justice | Regional justice offices |
Step 2: Get the apostille¶
Submit the original document + application + payment receipt. Since February 2026, Ukraine operates an updated Electronic Apostille Registry. Every apostille now contains a QR code for verification.
Cost in 2026: 670 UAH per document for individuals, 1,160 UAH for legal entities. More details in our 2026 apostille guide.
Timelines: Ministry of Justice - up to 3 business days. Ministry of Education - up to 5 business days.
Step 3: Translate the document together with the apostille¶
Got the document with the apostille? Now translate it. The translator translates EVERYTHING: both the document text and the apostille text. This is critical - the apostille must be translated so the foreign authority can read it.
Translation requirements depend on the destination country: - Germany - translation by a sworn translator (beeidigter Übersetzer) who took an oath in a German court. You can find translators on justiz-dolmetscher.de - USA - certified translation with a certificate of accuracy. The translator doesn’t need to be sworn, but the certificate is mandatory. More in our article on USCIS translation requirements - Canada (IRCC) - certified translation by an accredited translator. Requirements are similar to the US - Austria, Switzerland - translation by a sworn translator (similar to Germany) - France - traduction assermentée (sworn translation by a court-appointed translator)
Step 4: Prepare the final package¶
Original with apostille + translation. Some institutions require the translation to be bound together with a copy of the original. Others just want both documents submitted together. Check with the specific institution you’re submitting to.
When you need a double apostille (and what that means)¶
Some countries aren’t satisfied with just one apostille on the original. They want the translation to be apostilled too. This is called a double apostille - and the sequence gets more complex.
Which countries require a double apostille¶
According to legal firm LegalAb, a double apostille is often required by:
- Italy - for civil registry documents, educational documents, certificates for marriage, studies, residence
- France - for most official procedures (titre de séjour, naturalization)
- Belgium - formal approach to foreign document processing
- Austria - strict about translations from abroad
- Spain - for homologation procedures, NIE, marriage
- Portugal - for AIMA and court procedures
- Netherlands - for IND and municipal procedures
- Switzerland - depending on the canton
- United Kingdom - for some procedures
Double apostille algorithm¶
- Apostille on the original - take the document to the relevant authority (Ministry of Justice or Ministry of Education), get the apostille stamp
- Translation of the document with the apostille - translator translates everything (document + apostille text)
- Notarization of the translation - a notary in Ukraine certifies the translator’s signature
- Second apostille on the notarized translation - back to the Ministry of Justice, because a notarial act is a document that also needs an apostille for use abroad
A double apostille takes more time and costs twice as much. Instead of 670 UAH per document, you’re paying 1,340 UAH (two apostilles) + notarization cost (200-400 UAH) + translation.
As translation bureau LegalKey notes:
The apostille stamp is placed on the original document; the document is translated into the required language and notarized; the notarized copy with translation is submitted to the Ministry of Justice for the second apostille.
Do you definitely need a double apostille?¶
Not always. Even for countries on the list above, it depends on the specific procedure and institution. For Italy, a double apostille is needed for Dichiarazione di Valore but not for simple certificates. For France, prefectures require it for titre de séjour but not for a bank account.
Rule number one: always check with the specific institution where you’re submitting documents. Not the translator, not “friends who went through it” - the actual institution. Requirements change, and what worked for your friend a year ago might not work now.
Germany: a special case¶
Germany is the most popular destination for Ukrainians, and there’s a nuance here that confuses many people.
Standard documents for institutions inside Germany¶
If you’re already in Germany and submitting documents to the Ausländerbehörde, Standesamt, or a university - the process is standard:
- Apostille in Ukraine on the original
- Translation by a sworn translator in Germany (beeidigter Übersetzer)
- Submit both documents
The key point: Germany usually doesn’t require a double apostille. A sworn translator in Germany has their own stamp that confirms the legal validity of the translation. No additional apostille on the translation is needed.
As Berlin Translation Center explains:
In Germany, only translations and their certification made by a sworn translator are officially recognized. Certification of a translation by a regular notary is accepted only in cases when apostilled documents are submitted to the German Embassy.
Documents for the German Embassy in Ukraine¶
Here’s an exception. If you’re submitting documents to the German Embassy in Ukraine (for example, for a family reunification visa or Blue Card) - a notarized translation made in Ukraine is accepted.
Sequence: 1. Apostille on the original 2. Translation by a qualified translator in Ukraine 3. Notarization of the translation in Ukraine 4. Submission to the embassy
But if these same documents will later be used inside Germany (for example, for diploma Anerkennung) - you might need a new translation from a sworn translator there.
When Germany doesn’t require an apostille at all¶
Some German institutions show flexibility with Ukrainian documents - due to the war situation. Sometimes a notarized translation alone without an apostille is sufficient. But this isn’t the rule - it’s an exception that depends on the specific Sachbearbeiter (caseworker). Don’t rely on it. It’s better to have an apostille and not need it than to not have one and get rejected.
More details on which documents don’t need translation for Germany.
Country comparison of requirements¶
| Country | Apostille on original | Double apostille | Who translates | Notes |
|---|---|---|---|---|
| Germany | Yes | Usually no | Sworn translator (beeidigter Übersetzer) | Ukrainian translation accepted only for embassy |
| Austria | Yes | Often yes | Gerichtlich beeideter Dolmetscher | Cantons may have additional requirements |
| France | Yes | Often yes | Traducteur assermenté | Double apostille for prefecture |
| Italy | Yes | Yes (for many procedures) | Traduttore giurato through court | Asseverazione mandatory |
| Spain | Yes | Often yes | Traductor jurado | Translator list on MAEC website |
| Belgium | Yes | Often yes | Sworn translator | Three languages - choice depends on region |
| Netherlands | Yes | Sometimes | Beëdigd vertaler | For IND, usually one apostille is enough |
| Poland | Yes | Usually no | Tłumacz przysięgły | Translation in Poland by sworn translator from MOJ list |
| USA (USCIS) | Yes | No | Any translator + certificate of accuracy | Apostille rarely required, certified translation sufficient |
| Canada (IRCC) | Yes | No | Certified translator | IRCC requirements are specific |
| UK | Yes | Sometimes | Certified translator | Depends on specific Home Office |
| Turkey | Yes | Yes | Yeminli tercüman + notary | Notarization mandatory |
Common mistakes and how to avoid them¶
Mistake 1: Translated first, then got the apostille¶
The most common mistake. Someone translates a document, pays 30-60 EUR per page for the translation - then finds out the apostille should have been done before the translation. The translation has to be redone because it doesn’t include the apostille text.
Mistake 2: Apostille on the translation instead of the original¶
Some people get confused and put the apostille on the translation rather than the original document. The apostille certifies the original document - its authenticity, the official’s signature, the seal. Putting an apostille on the translation only makes sense in a double apostille scenario (and even then, it’s the second step, after notarizing the translation).
Mistake 3: Forgot to translate the apostille text¶
An apostille is a separate text with 10 fields (per the 1961 Hague Convention). Although it’s partially in English or French, the foreign institution may require a full translation. A good translator translates everything - both the document and the apostille. If your translator “forgot” the apostille - that’s a red flag about their competence.
Mistake 4: Relied on outdated requirements¶
Requirements change. Since February 2026, Ukraine completely overhauled its apostille procedure - e-apostille, QR codes, electronic registry. Prices jumped from 51 UAH to 670 UAH in a single year. What your friend told you a year ago may no longer be accurate. Always check current requirements on official websites.
Mistake 5: Didn’t verify with the specific institution¶
“You need an apostille for Germany” is too vague. For which procedure exactly? For which institution? The Ausländerbehörde and Standesamt can have different requirements. One Sachbearbeiter might require an apostille, another might not.
Refusal to apostille a document can be caused by several reasons, usually related to non-compliance with the requirements of the Hague Convention or the norms of the issuing country.
Checklist: how to get the order right¶
Here’s a step-by-step algorithm for any country:
- Find out if you need an apostille at all - for some procedures and countries, it’s not required. Check with the specific institution
- Find out if you need a double apostille - if your destination is Italy, France, Spain, Belgium, Austria, Turkey - you probably do. But verify
- Get the apostille on the original - go to the relevant authority (Ministry of Justice for civil registry/notarial documents, Ministry of Education for educational ones). Cost: 670 UAH, timeline: 3-5 days
- Get a translation including the apostille text - the translator must translate everything: both the document and the apostille stamp
- If you need a double apostille - get the translation notarized, then get a second apostille on the notarized translation
- Compile the final package - original + apostille + translation (+ second apostille if needed)
- Make copies of everything - for yourself, in case of loss
How much does it all cost and how long does it take¶
| Step | Cost (2026) | Timeline |
|---|---|---|
| Apostille on original | 670 UAH (~15 EUR) for individuals | 3-5 business days |
| Translation (depends on language pair and country) | 300-1,500 UAH (in Ukraine) / 30-60 EUR (in Germany) | 1-5 business days |
| Notarization of translation | 200-400 UAH (~5-10 EUR) | Same day |
| Second apostille (if needed) | 670 UAH (~15 EUR) | 3-5 business days |
Standard package (one document for Germany): apostille (670 UAH) + sworn translation (30-50 EUR) = roughly 50-70 EUR total.
Double apostille package (one document for Italy/France): two apostilles (1,340 UAH) + translation (300-600 UAH) + notarization (200-400 UAH) = roughly 45-55 EUR. Plus more time - about two weeks instead of one.
For multiple documents, multiply accordingly. A typical package of 3-5 documents for family reunification in Germany runs 120-350 EUR for apostilles and translations.
FAQ¶
Can I get the apostille and translation done on the same day?¶
No. The apostille takes 3-5 business days after submission. So you submit for the apostille, wait, pick it up - and only then take it to the translator. Get the translation done right after - a good translator will finish in 1-2 days.
Do I need to translate the apostille text itself?¶
Yes, in most cases. Although the apostille has a standardized format per the Hague Convention, and its 10 fields are usually duplicated in English or French, the receiving institution may still require a full translation. A responsible translator always translates the entire document including the apostille.
What if I’m abroad and can’t personally get the apostille in Ukraine?¶
You have several options: entrust it to a relative or friend in Ukraine with a power of attorney; hire a legal firm that handles legalization remotely; or use the state enterprise “Document” (DP “Dokument”), which helps with document processing. More details in our article on getting an apostille from abroad.
Which documents CAN’T be apostilled?¶
Not all documents can be apostilled. Passports (internal and international), military ID cards, employment record books, documents from occupied territories - these can’t receive an apostille. Full list in our article on documents that cannot be apostilled.
Does an apostille expire?¶
The apostille itself doesn’t have an expiration date. But the document it’s on might. For example, a criminal record check is usually valid for 3-6 months - and the apostille on it effectively “expires” with the document. A diploma is permanent, so the apostille on it is too.
How much does an apostille cost in Ukraine in 2026?¶
670 UAH (about 15 EUR) per document for individuals and 1,160 UAH (about 27 EUR) for legal entities. The price is the same for all document types and all issuing authorities. Each document is charged separately. So a diploma + supplement = 1,340 UAH (about 30 EUR).
Is the e-apostille accepted abroad?¶
Since 2026, Ukraine has fully implemented an e-apostille system - every apostille has an electronic version in ASiC-E format with a qualified electronic signature. Some countries already accept the e-apostille without a paper original, but it’s not universal yet. For reliability, get both the paper version and the electronic one.
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