Notarial Copy vs. Notarial Translation: When You Need Each

You have a document in a foreign language, but the institution only accepts Ukrainian. Or you need to prove a copy matches the original, but you can’t send the original abroad. Before ordering, it’s crucial to understand: what’s the difference between a notarial copy and a notarial translation, which costs less, and which one your embassy or bank actually requires.

What is a Notarial Copy?¶

A notarial copy (certified copy) is a photocopy of a document that a notary has compared with the original and certified with a signature and official seal. The copy includes the phrase “True copy of the original” (or similar wording), the notary’s stamp, signature, and date.

Key point: this is a copy in the same language as the original. The text doesn’t change or get translated - the notary simply certifies it’s accurate. The notary compares the copy to the original and confirms they match exactly.

A certified copy carries the same legal weight as the original - most institutions accept it in place of the original, since a notary has verified its accuracy. However, some authorities (consulates, banks) may still ask to see the original for additional verification.

What is a Notarial Translation?¶

A notarial translation (certified translation) is a translation of a document from one language to another, certified simultaneously by two professionals: a translator and a notary.

Here’s how it works: 1. A qualified translator produces the translation 2. The translator signs the translation and certifies its accuracy (adds stamp and signature) 3. The notary verifies the original document, the translation, and the translator’s signature 4. The notary adds their own stamp and signature - confirming the translator’s signature is authentic

Unlike a copy, the actual text here changes (it’s translated), and both professionals take responsibility for its accuracy.

Key Difference at a Glance¶

When to Order a Notarial Copy¶

Order a copy when:

• You need to prove a document exists but can’t or don’t want to send the original
• The embassy requests “a copy of the document” (not a translation)
• The document is already in Ukrainian, English, or another language the institution understands
• You need documentary proof that the original exists (for court, bank, or registry)
• The document needs an apostille and you want the apostille on a copy, not the original

Example: you’re submitting a foreign passport to a Ukrainian bank. The bank requests a copy for their files. You get a notarial copy certified, they accept it, and you keep the original.

When to Order a Notarial Translation¶

Order a translation when:

• The document is in a foreign language (German, English, Polish, French, etc.) and the institution only understands Ukrainian
• An embassy requires a translation for a first visa or residence permit application
• The document goes to a European university or company that doesn’t understand Ukrainian
• A bank requests a translation of foreign passport pages
• You’re applying for diploma recognition (nострифікація) or professional qualification recognition abroad

Example: you received a diploma in Polish from a Polish university. A German university requires a translation. You order a notarial translation into German - the translator is qualified, and a notary certifies its accuracy.

Common Confusion: Does the Embassy Want a Copy or Translation?¶

In practice, embassies typically require:

Copies for: - Income statements, bank statements, education documents - when the document is already in a foreign language or a language the embassy understands (English is common) - Proof of original - when the embassy needs to verify the original document actually exists

Translations for: - All Ukrainian documents (passport, birth certificate, diplomas) - these must be translated into the destination country’s language - Documents from other countries written in languages other than English, German, or the destination country’s language

Tip: Ask the consulate directly - their visa requirements page usually states clearly whether you need a translation or copy. If unsure, contact them before ordering.

Cost of Notarial Copies in Ukraine¶

• Per document: 200-500 UAH, varies by region and notary office
• Additional copies: sometimes cheaper (100-300 UAH each)
• Depends on: document size (number of pages), complexity of formatting, your region

Official tariff for notarial certification of copies through the Ministry of Justice is 420 UAH for certification + 50 UAH per copy. Private notaries often charge less.

Why does copying sometimes cost nearly as much as translation?¶

If the document has a complex format (binding, stamps, corrections), the notary spends more time verifying it. Some notaries charge more if the document is written in very small font or contains special characters that are difficult to copy cleanly.

When you speak with a notary, clarify: - How many pages? - Is the document bound or sewn? - Will you bring a ready copy or will the notary make it? - Will the notary use their own copying equipment (copy machine in the office)?

Cost of Notarial Translations in Ukraine¶

• Per page (1800 characters): 1000-3000 UAH, varies by language and complexity
• Common languages (English, German, Polish): cheaper, from 800-1500 UAH per page
• Less common languages: more expensive, 2000-5000 UAH per page
• Urgent translation: +50-100% markup

The price includes: 1. The translation itself (translator’s work) 2. Translator’s certification (signature and stamp) 3. Notary’s certification (official stamp and signature)

Private translation bureaus are often cheaper than government services and typically faster.

What Affects Translation Pricing?¶

1. Language: English/German/French cheaper, Asian languages more expensive
2. Text complexity: official documents (passports, diplomas) have standardized terminology; technical or medical documents cost more
3. Number of pages: often discounts available for 5+ pages
4. Timeline: rush orders (needed within 24 hours) cost more; if you have a week, it’s cheaper
5. Payment terms: some bureaus require upfront payment, others charge after completion
6. Add-on services: if you also need an apostille or corrections after certification

Do You Always Need a Copy or Translation?¶

For official institutions - usually yes. But there are exceptions:

• Some universities accept digital copies from official portals (like Diya, RACS) without English translation if the document is already available there in scanned form
• Some banks understand English documents and may only request a regular copy without translation
• Some employers handle the English translation themselves (if it’s a large international company), and you only need a copy for your records

So the rule is simple: ask your specific institution what they actually need. The assumption that “everything needs translation” is often wrong.

How to Order¶

Notarial Copy¶

1. Visit a notary with your original document
2. Specify how many copies you need
3. The notary compares the original and copy
4. The copy gets stamped and signed
5. Pay (200-500 UAH) and take your certified copy
6. Timeline: 30-60 minutes

Notarial Translation¶

1. Upload the document to a translation bureau’s website or bring the original
2. Specify source and target languages, deadline
3. The bureau produces the translation (2-7 days)
4. Translator signs it, notary certifies
5. Receive PDF or printed translation by mail
6. Timeline: 2-7 days depending on length

Common Mistakes¶

Mistake 1: ordering a copy when you need a translation. Embassy requires English translation of your passport, but you get a certified copy of the Ukrainian passport instead (won’t help).

Mistake 2: ordering expensive translation when a simple copy would do. Embassy asks for “copy of income statement” - that’s a regular or certified photocopy, not a translation.

Mistake 3: going for the cheapest translation available. Low-quality translations get rejected by embassies; you end up redoing it and pay more overall.

Mistake 4: forgetting about the apostille. Notarial translations often require legalization by apostille. That’s separate: apostille goes on the original first, then translation is made. Check with the embassy.

When to Hire a Professional¶

If the institution says “notarial translation required” - contact a translation bureau or certified translator. A self-produced translation, even by a qualified translator, isn’t accepted without a notary’s seal.

If it says “copy required” - a regular photocopy usually works. If it specifically says “notarially certified copy” - go to a notary (it’s faster and cheaper than translation).

Summary¶

• Copy = a document certified by a notary, in the same language as the original
• Translation = text translated to another language, certified by both translator and notary
• Copies are cheaper and faster (200-500 UAH, 30-60 minutes)
• Translations are more expensive and take longer (1000-3000 UAH per page, 2-7 days)
• Ask the institution directly - their guidelines should specify whether they need a translation or copy

When in doubt, consult a professional - they understand the requirements of various embassies and can advise which service you actually need.