Notarized Translation of a Bilingual Document: How It Works

A document where text appears in two languages at the same time is common in international business, education, and government procedures. We’re talking about contracts, certificates, diplomas, permits - documents that a government or international organization issues simultaneously in both its own language and the recipient country’s language. When you need such a document notarized, questions arise: do you translate the entire thing, or just part of it? How do you format it? What does it cost?

What a bilingual document means from a translation perspective¶

A bilingual document is one where the original text exists in two languages at once. Simply put, the text is already double, and both versions are authentic, official, and equal.

Examples of bilingual documents include:

• Higher education diplomas from some universities that are issued in both the state language and English
• Multilingual contracts (EU documents often come with official texts in 2-3 languages)
• Permits and licenses issued bilingually (for example, Polish and English on Polish residence permits)
• Invoices and receipts issued by international companies in two languages at the same time
• European registration documents where one language is the official state language and another serves migrant populations (for example, German and English for permits in Germany)
• Birth certificates from international bodies and bureaus that practice multiculturalism

The difference from a regular document: a regular document has one text that you need to translate into a new language. A bilingual document already has two texts, and often one of them already contains the language you need. This means you can save time and money instead of translating the entire document.

Why this creates problems for notarized translation¶

When you bring a bilingual document to a translator and ask them to “have it notarized,” a question immediately arises: what exactly gets certified?

Option 1: translate the ENTIRE document into the needed language, ignoring that half is already translated? This means translating both existing languages into a third language - expensive, time-consuming, and barely helpful. The notary then certifies a document that contains three languages at once, which complicates the situation.

Option 2: translate only the missing part? This is more logical, cheaper, and faster, but it requires understanding which text the receiving institution actually needs. Not all institutions will understand the structure of such a document.

Institutions (embassies, universities, registries) vary: some accept one text as official, others require translation into their specific language, and still others allow any of the two existing versions. Without clarifying this question, you might order a translation that the institution won’t accept.

This is a subtlety that a translator can’t always guess independently. That’s exactly why the first action before ordering is to contact the institution with a direct question.

Step-by-step plan: how to figure out the requirements¶

Step 1. Ask the institution exactly which language they need.

This is the key step on which all subsequent work depends. Write or call the institution with a direct question: “I have a document in English and German (or any two languages). Which language should I translate and have notarized?” Don’t assume - ask. Institutions often have an official list of requirements, and you need to read it.

Example responses you might receive:

• “Only German” - meaning you take the English part of the document and translate that specifically into German
• “English and certified” - meaning if you have a German translation, you still need an English translation and certification
• “Any of the official languages” - meaning you can choose which you need
• “Translation with apostille” - meaning you need not just the translation but an apostille on the original

Step 2. Check which parts already exist.

Open the document and look: which languages are present? Documents often come structured differently:

• Monolingual (one language) - not a problem, you translate normally like a regular document
• Bilingual with official translation (for example, an EU document: the official state language plus English as an alternative) - often one language is truly official and mandatory while the other is optional for convenience, and the institution asks for the first one
• Bilingual with no hierarchy (both languages equally official) - this is more complex and requires verification with the institution to avoid mistakes

Step 3. Decide whether to translate the entire document or just part of it.

If you have a diploma in English and German, and the institution asks for “English and certified,” you do this:

• Select the English text from the diploma (it already exists in the original)
• Use it selectively on the translation (meaning you create a new document with the English text from the diploma plus a translation of the German part into English plus the notary’s seal and signature)

This costs less than translating everything from scratch. The notary then certifies this “translation” as a document where the original text and translation are together and form complete information.

Structures and layouts for bilingual translations¶

When you order a bilingual document translation, the result depends on the institution and practical purpose:

Option 1: Sequential translation (most common)¶

Page 1: Original text (for example, in Polish and English at the same time) Page 2: Translation into the needed language (for example, only into Ukrainian)

The notary stamps the second page and makes an entry in the registry. This is the standard format for embassies, universities, registries, and banks. Practically all institutions understand this format and accept it without questions.

Option 2: Side-by-side (less common, for working documents)¶

Left half of the page: Original text Right half: Translation

This format looks nicer and is more convenient for comparison, but is harder to format, especially if the text is long or the language pair differs significantly in length (for example, German and Asian languages). Notaries accept it, but official institutions rarely request it. Better to ask the institution if it will accept this format.

Option 3: As a table¶

First row: Text in one language Second row: Translation

This is rare but sometimes appears in technical documentation or for working documents where both texts are very short and unambiguous. Notaries don’t like this format, so you better avoid it if you plan official certification.

Most often institutions request sequential layout - it’s standard and clear, and notaries are well familiar with how to process it. This is your safest choice.

When translating only part is enough¶

If the document already contains one language from your needed pair, translate only the other part. It’s cheaper and faster, and often exactly what the institution needs.

Example 1: contract in two languages¶

You have a contract in French and English. The institution asks for English and certified. Then:

• Find the English text of the original
• Order a translation of the French part into English
• The notary certifies this translation

The cost will be about half of what it would cost to translate the entire document twice. The savings are substantial - instead of 800 grivnya sometimes you pay 400.

Example 2: certificate in two languages¶

You received a marriage certificate in Polish and English, and the institution (say, a German university) asks for “a certified translation.” When you ask what language they need, they say “English.” Then you:

• Take the English text from the certificate (it already exists, you simply copy it from the certificate)
• Order a translation of the Polish part into English (or German, depending on the institution’s requirements)
• Submit all of this to the notary as a bilingual document when requested for certification

Again, cheaper and faster than translating everything from scratch. The translator spends half the time, the notary spends half the time on certification.

What if both languages are needed but the institution doesn’t recognize them¶

Some institutions don’t automatically recognize that a document has an official translation. They ask: “We need a translation certified by a notary.”

In this case, you need to translate the part that’s missing from the institution, and the notary certifies that translation. This is more complex than simply using the existing text.

Example: You have a diploma in French and English. A German university asks for “a notarized translation into German.” Then:

• Order a translation of both the French and English parts into German
• The notary certifies this translation
• Submit the original (French + English) plus the certified translation (German)

This is more than simply copying the existing text, so it costs more and takes longer. Usually 3-5 business days instead of 1-2.

Cost of translating a bilingual document in Ukraine¶

The price depends on how much you actually need to translate. Approximate figures for 2026:

Only part (one language into another): 300-600 UAH per document (depending on volume and language pair). Notarization: +200-400 UAH per notarization.

Entire document (both languages into a third): 800-1200 UAH, since it’s essentially two translations. Notarization: +200-400 UAH.

Difficult language pairs (for example, into rare languages like Turkish, Greek, Asian languages): +30-50% of the base price due to fewer translator options.

Cost also depends on where you order from:

• Translation agency: usually more expensive (1200-1800 UAH per document) but fast and guaranteed
• Private translator: cheaper (600-900 UAH) but sometimes slower and without official warranty
• Online services: varies widely depending on the service, often unpredictable

Common mistakes and how to avoid them¶

Mistake 1: Ordering a translation of the entire document without asking the institution what they actually need.

Result: You’ll get a translation, but the institution won’t accept it because they only asked for one language. You’ll need to redo it - the second time it costs more and takes longer.

How to avoid it: Ask the institution before you order. Get the answer in writing via email.

Mistake 2: Assuming one language in the document is “unofficial” and giving the notary only the other one.

Result: If both languages are official (for example, in an EU document), the notary will notice and tell you the document can’t be clearly translated without both versions. People often forget about the second language and later have problems with the institution.

How to avoid it: Give the notary the ENTIRE original, then discuss which language needs translation.

Mistake 3: Ordering a translation from an AI service, especially if the document has a complex structure.

Result: AI translation often misunderstands the structure of a bilingual document and duplicates translations or skips parts. The notary will notice and won’t certify it. You’ll get a document the institution won’t accept.

How to avoid it: For bilingual documents, it’s better to order from a human translator who understands the structure and can assess what actually needs translation.

Mistake 4: Not checking whether this type of translation will be accepted abroad.

Result: You get the translation, but the institution abroad says: “We need an apostille on the original” or “This translation isn’t official” or “We need a sworn translator’s translation, not a notarized one.”

How to avoid it: Before ordering, ask the institution exactly what format of translation they need - notarized or sworn, with or without apostille, and in which language.

When a bilingual translation won’t help¶

There are cases where even a high-quality bilingual translation won’t solve the problem:

• The institution asks for a sworn translation, not a notarized one. Notarization doesn’t replace a sworn translator. If the institution specifically requires a “beeidigter Übersetzer” (sworn translator in Germany), a notary won’t work.

• The document needs an apostille, not just notarization. If the original is foreign, a translation without an apostille on the original is often insufficient.

• The document is very old or very unclear. If a bilingual document is poorly scanned or already 30+ years old, the translator might not be able to read one of the texts. Then you need the original in hand and often need to consult with the institution about what exactly to decipher.

How to order a bilingual document translation correctly¶

1. Ask the institution: “I have a document in [language 1] and [language 2]. Which language should I translate and have notarized?”

2. Get the answer in writing (email, screenshot from the website - to have proof).

3. Find a translator who has experience with bilingual documents. Be sure to write in your request: “The document already has a part in [language], I need [language] as well”.

4. Send the ENTIRE original document - both sides, both languages. Don’t send a partial scan.

5. Agree on the layout format before work begins: sequential, side-by-side, or something else?

6. Ask for a draft to review before the notary certifies it.

7. Get the finished document in original form (not a scan) - institutions often require a physical copy with the stamp.

Summary¶

A bilingual document isn’t a problem - it’s an opportunity to save. The main things are: ask the institution which language you actually need, don’t translate the whole document if one language already exists, give the translator the entire original, check the layout format before notarization, and get the result in original form. Follow these steps and you’ll save time and money compared to translating the entire document from scratch.