Are you planning to study, work, or move abroad? If so, you’ve surely come across terms like “apostille,” “consular legalization,” and “certified translation.” The vast amount of conflicting information online can be confusing for anyone.
Attempting to navigate these processes on your own often leads to regrettable mistakes and a waste of time and money. In this article, we’ll debunk the 10 most common myths surrounding the apostille process and the translation of official documents.
Myth 1: An apostille and consular legalization are the same thing
This is one of the most common misconceptions. In fact, these are two different procedures. An apostille is a simplified form of legalization that applies to countries that are parties to the 1961 Hague Convention. This special stamp certifies the authenticity of the signature and the status of the person who issued the document. Consular legalization is a significantly more complex and time-consuming procedure required for countries that have not signed the aforementioned convention. It involves certification by several authorities: the Ministry of Justice, the Ministry of Foreign Affairs, and then the consulate of the destination country.
Myth 2: You can get an apostille for any document
That is not true. There is a clear list of documents that do not require an apostille. These include:
- Original passports, military ID cards, and employment records.
- Documents in the form of correspondence.
- Commercial and customs documents (although there are other certification procedures for them).
Any attempt to obtain an apostille for such documents will be unsuccessful, so it is important to determine in advance whether your document is subject to this procedure.
Myth 3: You must first have the document translated and then obtain an apostille
This is one of the most costly mistakes. In the vast majority of cases, the order of steps should be reversed. First, the apostille is affixed to the original or a notarized copy of the document. Only then is the notarized translationperformed, which certifies both the document itself and the apostille stamp. However, there are exceptions. Some countries, such as Italy, Austria, or Switzerland, require a procedure known as double apostille: the first stamp is affixed to the original, and the second to the certified translation.
Myth 4: An apostille is valid in every country in the world
As previously noted, the validity of an apostille is limited to those countries that have acceded to the Hague Convention of 1961. Currently, there are over 120 such countries. If the country you are traveling to is not on this list, you will need consular legalization.
The most common countries that recognize the Apostille:
- Germany
- Italy
- Spain
- Poland
- United States
- United Kingdom
- Czech Republic
Myth 5: Any translator with a degree can produce an official translation
Having a translation degree is only the first step. For a translation to be legally valid, you need a certified translation. For a notarized translation, the specialist must not only hold a degree but also be registered with a specific notary who certifies the authenticity of their signature. A professional translation agency, such as MacroGlobal, works exclusively with such trusted and qualified specialists.
Myth 6: Online translators are suitable for official documents
Absolutely not. Machine translation can be useful for understanding the general meaning of a text, but it is completely unsuitable for official documents. Such services do not take into account legal terminology, cultural context, or formal formatting requirements. Using an online translator to prepare documents guarantees that they will be rejected by any official institution abroad.
Myth 7: An expedited apostille can be obtained in an hour
Although the express apostille service significantly speeds up the process, it is not instantaneous. The minimum processing time depends on the ministry issuing the stamp. For example, at the Ministry of Justice the fastest procedure can take several hours, whereas at the Ministry of Education even an urgent application for an apostille on a diploma will take at least one business day.
Myth 8: All documents must be apostilled by the same authority
This is also a myth. In Ukraine, the authority to apostille documents is divided among three agencies:
- Ministry of Education and Science (MES): issues apostilles for educational documents (diplomas, certificates, and their supplements).
- Ministry of Justice (Minjust): issues apostilles for documents issued by civil registry offices (apostille on a birth certificate, marriage), as well as notarial and court documents.
- Ministry of Foreign Affairs (MFA): authorized to affix an apostille to criminal record certificates, medical certificates, and other official documents.
Myth 9: You can only get an apostille in Kyiv
Indeed, all three ministries that issue apostilles are located in the capital. However, this does not mean that you need to travel to Kyiv in person. The modern translation agency MacroGlobal accepts documents for the apostille and document translation from any city in Ukraine and even from abroad by mail. We handle all communication with government agencies, saving you the trouble.
Myth 10: It’s cheaper to handle everything on your own than to go through an agency
At first glance, the savings on brokerage fees seem obvious. But when you factor in the potential costs of trips to Kyiv, government fees, time spent waiting in lines, and, most importantly, the risk of making a mistake that would force you to start all over again, then the cost of an apostille through an agency turns out to be entirely justified. Professionals save you time and stress and guarantee that everything is done correctly the first time.
What types of translations are there?
To fully grasp the topic, it is important to understand, what types of translations there are and in what situations they are used.
| Type of translation | Features | When it is used |
| Notarized translation | Performed by a certified translator whose signature is certified by a notary. The translation is attached to the original or a notarized copy. | For submission to official institutions abroad (consulates, immigration services, educational institutions). |
| Certified with the agency’s seal | The translation is certified with the seal and signature of the director of the translation agency, confirming that it was performed by a qualified professional. | For submission to commercial entities, banks, certain tax authorities, and for internal use within companies. |
| Standard written translation | Translation of a text without any certification. The main criterion is the accuracy of conveying the content. | For personal use, business correspondence, website translation, and instructions. |
What factors determine the cost and timeline?
The final cost of document preparation services for travel abroad depends on several key factors. These include the type of document, the language pair (less common languages are more expensive), the urgency of the order, as well as the need for additional services, such as double apostille. To get an accurate quote for your specific situation, it is best to request a quote.
As you can see, preparing documents correctly is a process with many nuances. Understanding these nuances is key to your success when submitting documents to foreign institutions. We hope this article has helped you understand the basics.
Ready to get started? Let the professionals with years of experience handle your apostille and document translation needs.