If you need to submit one notarized translation to multiple institutions at the same time, order 2-3 copies - you’ll save 30-50% compared to ordering multiple full translations separately. That said, not every institution accepts copies; you need to know which ones require the original and which will work fine with certified duplicates.
What is a certified copy of a notarized translation?¶
A certified copy of a notarized translation is an exact duplicate of the original, stamped and signed by the translator or notary who certified it. Each copy carries the same official seal and authentication details as the original, so both have equal legal weight.
This is NOT a cheap photocopy from a copy shop. The translator or notary bureau officially issues the copy with their seal. Without that seal, it’s just paper, and no authority will accept it.
How it works - a typical scenario¶
Say you need your diploma for a German university, and they want 2 copies. Instead of ordering two separate full translations (which would cost €300-400), you order one certified copy.
- Upload your document (20 pages of diploma + transcript)
- Translator completes the translation once
- You request “please issue 2 certified copies with official stamp and signature”
- You receive: the original translation + one officially certified copy
- Both have identical legal standing
If you’d ordered two separate translations, you’d pay for the translation work twice. For a copy, you’re only paying for the duplication and official certification.
How much does a certified copy cost?¶
Pricing depends on when you order:
If you order copies together with the translation: - First page: standard rate (€1-5 per page depending on agency) - Each additional copy: 50-70% of the original page rate, roughly €0.50-3.50 per page
Example: translating 20 pages at €100 total - 1st copy: add €20-35 (20% of original cost) - 2nd copy: add €15-30
Total: instead of €200 for two separate translations, you pay €135-165.
If you order a copy later: - Usually costs more than ordering upfront - Agencies charge a “processing fee” - you might pay €5-20 per copy even though the translation already exists - Plus mailing costs if you want the copy officially sent
How many copies to order - typical scenarios¶
Scenario 1: Diploma for university abroad¶
Universities often need documents in multiple places at once: - Official admissions department - Academic review committee - University archive (if they keep a file copy)
Recommendation: 2-3 copies
Most universities accept certified copies stamped by a notary. But some (especially state institutions) demand the original, so always verify before ordering.
Scenario 2: Documents for immigration / residence permit¶
Embassies and immigration authorities typically want originals. If you’re applying to multiple countries:
- Germany (BAMF)
- Poland (UCC)
- Italy (Questura)
Recommendation: 3-5 copies
Each immigration office wants the original translation in their file. Copies get rejected more often than accepted.
Scenario 3: Court documents¶
Legal documents - passport, birth certificate, court decision - often require originals. But if you’re submitting to multiple courts (say, property division in different jurisdictions):
Recommendation: 1 original + 1-2 copies
The court keeps the original in the file; a copy goes to the other party’s attorney. Plan ahead for how many you’ll need.
Scenario 4: One institution, one copy¶
Single document, single institution: - Birth certificate for a marriage registry in another country - Passport for a bank abroad - Income statement for a consulate
Recommendation: 1 copy
One should be enough. If you need more later, you can order separately, but usually one document serves its final purpose.
Reference table: Which institutions accept copies?¶
| Institution | Accepts copies? | Copies needed | Note |
|---|---|---|---|
| Embassy / Consulate | Rarely | 1 original | Usually demands the notarized original |
| University abroad | Often | 1-2 | Most accept copies; some require original |
| BAMF (German immigration) | No | 1 original | Absolutely requires original; copies rejected |
| Dutch immigration | Rarely | 1 original | Mostly originals only |
| Bank abroad | Often | 1-2 | Policy varies; check first |
| Court / Prosecutor | Sometimes | 1 original | Depends on case type; confirm with court |
| Employer abroad | Often | 1 copy | Even a certified copy usually works |
| Civil registry | Often | 1-2 | Require original for registration; copy for archive is usually fine |
When to order copies upfront vs. later¶
Order 1-2 copies now if: - You already know the document goes to multiple places - Needs are clear at order time (e.g., two universities want it) - You want to save 30-50% on the second copy
Order a copy later if: - You first ordered one copy, then discovered you need another - A new requirement appeared (unexpected university, new authority) - You realize partway through that one more copy is necessary
Keep in mind: ordering a copy of a finished translation usually costs more than planning ahead.
Where to order copies - agency, private translator, or online¶
Traditional translation bureau - Issues copies with translator and bureau stamp - Cost: €2-8 per copy per page - Turnaround: 1-3 days (copying is relatively quick) - Pros: Official, reliable, established - Cons: You may need to visit the office or wait for mail
Private notary - Issues copies with notary certification (stronger than translator seal alone) - Cost: Usually less than a bureau (€1-5 per copy per page) - Turnaround: 1-2 days, often faster - Pros: Higher legal weight - Cons: Depends on the notary’s workload
Freelance translator (sworn translator) - Issues copies with their official stamp - Cost: Variable, often cheaper than agencies - Turnaround: Depends on their schedule, can be quick - Pros: Flexible, can negotiate terms - Cons: Less certainty the institution will accept a freelancer’s seal
Online services like ChatsControl - AI drafts it, sworn translator reviews and issues the certified copy - Cost: Comparable to freelancers, usually €1-3 per copy per page - Turnaround: 2-4 hours including legal review - Pros: Fast, remote, official seal - Cons: Digital delivery; physical copies require additional mailing
Can you just photocopy a notarized translation yourself?¶
Short answer: no. Longer answer: depends which photocopy.
DIY photocopy from a shop: - No official seal - No legal validity for authorities - Embassy, court, university will reject it as invalid
Photocopy issued by the translation agency: - Has official stamp on both sides - Legally valid - This isn’t just a copy-shop print; it’s an officially certified duplicate
Common mistake: people order one translation, then try to photocopy it themselves in a copy shop. When they submit it, the institution rejects it immediately. Better to ask the original translator for an official copy with their seal.
Common pitfalls and how to avoid them¶
Problem 1: “I ordered my diploma a week before the deadline, then found out I need 3 copies instead of 1”
Institutions often figure out what they need at the last minute, or requirements change. If you know your document is going to multiple places, order 2-3 copies upfront. Savings: an extra copy costs €3-10 per page; ordering a whole new translation costs €30-150 per page.
Problem 2: “The embassy said copies don’t work; they need the original”
BAMF (German immigration) almost always demands the notarized original in the file. Check the institution’s requirements (their website or call) BEFORE ordering. If you already ordered a copy, ask for the original to be issued separately for an extra fee.
Problem 3: “A Turkish bureau did the translation, now I need a copy, but they’re closed”
If you can’t reach the original translator, order a new translation from another bureau. The new copy will have different stamps, but that’s legally fine - most institutions accept translations from any registered translator. Still, it costs extra money and time.
Problem 4: “I forgot to ask for the apostille on the copy”
The apostille stamp goes on the original translation first, then copies are made with the apostille. If you need a copy with an apostille (for international use), order the apostille first, then request copies with it. Order matters.
Regional requirements¶
Germany (BAMF, Standesamt) - Demands originals; copies often rejected - Apostille goes on the original - Plan for: 1 original per institution if submitting to multiple offices
Poland (UCC - Urząd Kontroli Skarbowej) - Accepts copies but prefers originals - Verify requirements beforehand
France (Préfecture) - Usually accepts notary-certified copies - Apostille needed for documents issued before 1997
USA / Canada - Requirements vary by state/province and document type - Check with the specific consulate before ordering
FAQ¶
Can I just photocopy a notarized translation myself?¶
No, a self-made photocopy won’t have the notary’s seal and won’t be legally valid. Ask the bureau or translator for an officially certified copy with their stamp. It takes 1-2 days and costs €2-8 per page depending on who does it.
The embassy wants the original, but I already submitted a copy - what do I do?¶
Order a new certified copy from the same translator or notary (it’ll get the official seal), or ask if they’ll accept a copy with an apostille. If neither works, you’ll need to order an original translation on fresh paper. Simplest fix: order the original + one copy from the start.
How many copies for a diploma, divorce decree, passport?¶
Diploma: 2-3 (one uni might want the original, others take copies); divorce: 1-2 (court keeps original, you get a copy); passport: usually 1 for a single process. Always check what each place actually requires.
I need an extra copy later - how much will it cost?¶
Ordering a copy of a finished translation usually runs 50-100% of a single page from the original cost. The setup/handling fee often outweighs the actual copying cost. Ordering 2-3 copies upfront is more economical.
Do universities accept copies of notarized translations?¶
Most do, but some universities and government agencies (especially smaller state schools) insist on the original. Check the university’s requirements on their website or call the admissions office before ordering.
Does the copy need an apostille, or just the original?¶
The apostille is stamped on the original translation at the notary, then you can order copies that also have the apostille seal. Sequence: translation → apostille at notary → certified copies with apostille. If you forget the apostille before ordering copies, adding it later costs extra and takes more time.
Order everything together - originals, copies, and any certification like apostilles - for the best price. Smart planning can save you 40-50% versus ordering services separately.
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