Certified Translation: Are Scans by Email Sufficient, or Do I Need to Present the Original Documents?
If you need a certified translation of an official document in Germany, you may be wondering whether you can simply email a scan or photo of your documents to the translation agency, or whether you must present the original documents in person.
This is a common question, particularly when translating birth certificates, marriage certificates, divorce decrees, diplomas, or other official documents for German authorities.
The good news is that clear scans or photos are generally sufficient to contact a translation agency, request a quotation, and begin the translation process. In many cases, you do not need to send your original documents to the translator.
However, there is an important distinction between the requirements of a translation agency and those of the authority or institution receiving the translation.
In this guide, Berlin Translate explains how the process works, when original documents may be required, and how to submit your documents as easily as possible.
1. Can I Send Scans of My Documents by Email?
Yes. In most cases, you can start by sending a clear scan or photograph of your document by email.
This allows the translation agency to examine the document, determine the number of pages, assess its readability, and provide a quotation.
At Berlin Translate, you can send your documents electronically for an initial assessment. This is particularly convenient if you live outside Berlin, have several documents to translate, or need a translation for an administrative procedure.
Documents commonly submitted this way include:
- Birth certificates
- Marriage certificates
- Divorce decrees and divorce certificates
- Diplomas and academic transcripts
- Criminal record certificates
- Passports and identity documents
- Certificates issued by foreign authorities
- Documents relating to immigration, citizenship, or family reunification
You can find more information about our services on the Berlin Translate certified translation page.
Important: Sending a scan to the translation agency does not automatically mean that the authority receiving your translated document will accept a scan instead of the original. These are two separate questions.
2. Do I Need to Send My Original Documents to the Translation Agency?
In many cases, no. Original documents generally do not need to be mailed to the translation agency simply to have them translated.
A good-quality scan or photograph often provides the information required to prepare the translation. The agency can then explain which translation service is appropriate for your situation.
This can be particularly useful if your documents were issued abroad or if replacing them would be difficult or expensive.
Before sending anything, make sure that:
- All pages of the document are included.
- The text is sharp and readable.
- Stamps, signatures, seals, and handwritten notes are visible.
- No part of the document has been cut off.
- Both sides are photographed if relevant information appears on the reverse.
- Any attachments or additional pages are included.
If the document is difficult to read or contains unusual security features, the agency may need further information before confirming the best way to proceed.
Can I bring the originals when I collect the translation?
Depending on the circumstances, you may be able to show the original documents when collecting your translation. However, you should not assume that this will be necessary or that presenting the originals later will satisfy the requirements of the receiving authority.
If an authority has specifically requested that an original document be presented, check its instructions before arranging your translation.
3. What Is the Difference Between a Certified Translation and an Official Translation?
The terminology can be confusing because different countries use different terms for translations intended for official purposes.
In Germany, the important question is often whether the receiving authority requires a translation produced by a translator who is publicly appointed, authorised, or sworn in for the relevant language combination.
A translation produced by a translation agency and a translation formally certified by an authorised translator are not necessarily interchangeable.
Official translation by a translation agency
An agency may provide a professionally prepared translation in PDF format, with the agency’s details and applicable declaration.
This may be suitable for certain business, personal, or administrative purposes, depending on the receiving organisation’s requirements.
Certified translation by an authorised or sworn translator
A translation that must be formally certified may need to be prepared or certified by a translator authorised or sworn in under the applicable German rules.
Depending on the procedure, the translation may include a certification statement, the translator’s signature, and an official stamp.
Always check which type of translation the receiving authority requires before placing your order.
You can read more about the differences in our guide: Certified Translation or Official Translation: What Is the Difference?.
If you need to find an authorised translator in Germany, you can also consult the official German interpreter and translator database.
4. Do German Authorities Require Original Documents?
This depends on the authority, the type of procedure, and the document concerned.
Some procedures can be initiated using digital copies, while others require original documents, certified copies, or additional formalities. The rules may also differ depending on whether the document was issued in Germany or abroad.
For example, a registry office handling a procedure involving a marriage celebrated abroad may request original civil-status documents and translations that meet its specific requirements.
The Berlin administration provides information about certain procedures involving marriages celebrated abroad. You can consult the relevant official Berlin registry office information.
This example illustrates why it is important to distinguish between sending a document to a translation agency and submitting that document to a public authority.
Before ordering a translation, ask the authority:
- Must I submit the original document or is a copy sufficient?
- Does the translation have to be certified by an authorised or sworn translator?
- Is a certified copy required?
- Does the document need an apostille or legalisation?
- Must the translation be completed in Germany?
- Are there specific requirements concerning the translator’s signature or stamp?
Obtaining these answers in advance can help you avoid unnecessary costs and delays.
5. Do Birth Certificates and Marriage Certificates Need to Be Submitted as Originals?
Birth certificates and marriage certificates are among the documents most frequently submitted for translation.
They may be needed for marriage registration, family reunification, citizenship applications, immigration procedures, or other administrative matters.
Translating a birth certificate
A birth certificate may contain personal details, dates, places of birth, names of parents, official stamps, and handwritten entries. All relevant information must be visible in the scan.
You can find more information on our birth certificate translation service.
Translating a marriage certificate
Marriage certificates may be required for registering a marriage, updating civil-status records, applying for family reunification, or dealing with other administrative procedures.
The exact requirements depend on the authority and the country in which the certificate was issued.
Read more about our marriage certificate translation service.
In both cases, a clear scan is usually a sensible starting point for obtaining a quotation. However, you should confirm whether the receiving authority requires the original certificate or any additional formalities.
6. Do I Need an Apostille or Legalisation?
A translation and an apostille serve different purposes.
An apostille or legalisation may be required to confirm the authenticity of certain public documents for use in another country. It does not replace the translation itself.
Whether an apostille or legalisation is necessary depends on the countries involved, the type of document, applicable international agreements, and the requirements of the receiving authority.
If your document has an apostille, include it in the scan you send to the translation agency. If the apostille itself needs to be translated, the translator must be able to see all its text, stamps, and relevant details.
Do not arrange an apostille automatically without checking whether it is required for your particular procedure.
For further information, see our guide to certified translations with an apostille.
7. How Should I Scan My Documents for Translation?
The quality of the scan can affect how efficiently your translation can be prepared.
You do not necessarily need a professional scanner. A smartphone can often produce a suitable image if you take the photograph carefully.
Follow these recommendations:
Use good lighting. Avoid shadows, reflections, and glare, especially on laminated documents.
Keep the document flat. Place it on a flat surface so that the text is not distorted.
Photograph the entire page. All four corners should be visible, including any stamps or handwritten notes.
Check the focus. Names, dates, reference numbers, and official seals must be legible.
Include every page. If the document contains several pages, attachments, or an apostille, send all relevant parts.
Avoid excessive compression. Very small images or heavily compressed PDFs may make the text difficult to read.
Use descriptive filenames. For example, birth_certificate.pdf, marriage_certificate.pdf, or apostille.pdf.
If you are unsure whether your scans are suitable, you can send them for an initial assessment before proceeding.
8. How Does the Translation Process Work at Berlin Translate?
The process is straightforward and can usually begin by email.
Step 1: Send your documents
Email clear scans or photographs of your documents to Berlin Translate. Include the language of the original document, the language into which it needs to be translated, and the purpose of the translation if you know it.
Step 2: Receive a quotation
The documents can be reviewed to assess their scope, readability, and the service required. The final price depends on factors such as the number of pages and the type of translation requested.
Step 3: Confirm the required translation type
If the translation is intended for a German authority, check whether an ordinary agency translation is sufficient or whether a translation certified by an authorised or sworn translator is required.
If you are unsure, tell us which authority will receive the document so that we can help clarify the relevant questions. The authority itself remains the definitive source for its acceptance requirements.
Step 4: Confirm the order
Once the quotation and the service have been agreed, the translation can be commissioned according to the agreed terms.
Step 5: Receive your translation
Depending on the service selected, the translation may be delivered digitally or as a printed document. If a signed and stamped paper version is required, clarify the delivery arrangements when placing your order.
You can find an overview of the differences between digital delivery and postal delivery in our article about PDF delivery and postal delivery of translations.
9. Frequently Asked Questions
Can I send my documents by email instead of visiting the agency?
In many cases, yes. Clear scans or photographs are generally a convenient way to request a quotation and start the translation process. Whether an in-person visit is necessary depends on the service and the specific circumstances.
Do I have to mail my original documents?
Usually, original documents do not need to be mailed to the translation agency simply for translation. However, the receiving authority may independently require the original document or a certified copy.
Can I send photographs taken with my smartphone?
Yes, provided that the photographs are complete, sharp, and readable. Make sure that all stamps, signatures, and handwritten entries are visible.
Can I collect my translation and show the original document at the same time?
This may be possible depending on the circumstances, but you should clarify the arrangements with the