How to translate a diploma and transcript for admission to a foreign university?

Translating educational documents is a crucial stage in the process of admission abroad. This procedure involves various nuances. In this article, we discuss the key aspects of translating diplomas, transcripts, and certificates, including where to get documents translated and certified. For your convenience, we have also included samples of translated diplomas at the end of this article.

Please note that legalization and recognition of diplomas are covered in separate articles.

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What is a grade transcript?

When applying for admission, a grade transcript is an essential part of the mandatory document package, alongside a diploma or transcript. But what exactly is a grade transcript?

Diploma — a formal document displaying the graduate's full name, degree, specialization, university, and year of study. Usually, it does not include individual grades. Its primary function is to officially confirm the completion of the program.
Transcript — a diploma supplement or grade statement containing detailed information such as courses, credits, and individual grades for each course. Its main purpose is to provide a comprehensive overview of the student's academic performance.

At foreign universities, transcripts may be referred to by various names such as Permanent Record, Cumulative Record File (CRF), Academic Transcript, College Transcript, or Transcript of Records (ToR).

Note

A transcript alone lacks validity, just as a diploma remains incomplete without the transcript. When seeking admission to any foreign university, it is imperative to translate and present both documents together.

Translating diplomas and transcripts

Translation of educational documents becomes necessary in various situations, including:

Admission to a foreign university. A translated diploma and certificate enable admissions committees to objectively assess the applicant's level of preparation.
Pursuing further education abroad. If you are a bachelor’s student in Canada studying in French and applying for a German master's program in Germany, a translated diploma will likely be required.
Job applications. Some foreign employers may demand a translated diploma to verify the qualifications of potential employees.
Work visa applications. When a work visa requires proof of higher education, the diploma must be translated into the local language.
Legalization or recognition of degrees. While not all cases demand an apostille on the translated document, certain universities or authorities may have such a requirement. Always confirm the specific document list with the admissions committee or consulate.

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Where to translate diplomas and transcripts

When it comes to translating your diploma and transcript for foreign universities, certain rules and considerations should be kept in mind. Avoid translating the documents yourself, as this may raise doubts about objectivity and prevent notarization.

Here are the various options for getting your documents translated:

Universities. Some universities provide free translation services to their graduates. However, ensure that the university stamps the translation, as an unstamped translation may not be valid for admission without notarization or consular certification.
Private translators. If you have a competent linguist among your acquaintances, you can seek their help. But remember, the specialist must have vocational education and expertise in translating specialized disciplines. The translation should also be notarized to ensure accuracy. Mistakes or inaccuracies could hinder your admission prospects.
Translation agencies. Agencies offer convenient services, often including apostille and notarization of documents. While more expensive, this option ensures reliability.
Notary offices. Some notary offices provide document translation services, along with certification. Double check the spelling of courses, the transliteration of your name, and the university's name, as notaries may make mistakes.
Consulates. Diplomas and transcripts can also be translated by court interpreters or specialists at the consulate of the respective country. This option is the most expensive, but guarantees high-quality and reliable translations. Some countries, such as Italy, may only accept translations done by consulates.

Prices may vary based on the organization, city, and language of translation. Carefully choose the right place or specialist for translation. An inaccurate translation could result in missing credits for certain courses or even disqualification from the admission process altogether.

Note

Universities typically specify the type of translation they require for documents, which may include:

Consular
Notarial
Professional

Verify these requirements directly with the admissions offices of the respective universities.

How to certify a diploma or transcript

Certification at a translation agency

Sometimes, universities in the US may require a certified translation. In such cases, a translation agency can provide the necessary certification. The agency's signature and seal serve as proof that the translation is accurate and faithful to the original document.

However, unlike a notary, an agency may not thoroughly assess the qualifications of their translator. The quality of the translation relies solely on the expertise and conscientiousness of the specialist. Granted, professional certification is not frequently requested in this context.

Notarial certification of the translation

For university admission, notaries may be requested to certify the translation. You can have the diploma or transcript translated either at the notary office itself, or by a third-party translator or agency.

When seeking notarial certification, you must provide the original documents. If the translation was done by an independent translator, their presence may be required. The specialist conducting the translation must possess higher linguistic education, as otherwise, the translation might not be accepted.

However, if the diploma or certificate was translated at your educational institution and carries the institution's stamp and signature, the notary can certify the documents without needing a specialist present.

Note

Universities may have different notarization requirements for documents. For instance, when applying to universities in Germany, translations are usually accompanied by a notarized copy of the diploma in the original language. Always verify the specific requirements on the university website.

Consular certification

For consular certification, you have the option to translate your diploma and transcript at the consulate of the country you are applying to. This step is typically required for subsequent legalization.

Accredited specialists at consulates can also provide document translation services. Some consulates may accept notarized translations as well.

Countries requiring a certified translation

Certification	Country
With the seal of a translator / agency	USA, Canada, Spain
With notarization	UK, Netherlands, Austria, Germany, USA, Canada, Australia, Norway, Switzerland
Consular translation	Czech Republic, Austria, Germany, Italy, Bulgaria, Poland, France, Belgium

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How to translate a diploma

Make photocopies
Copy all pages of the diploma and transcript, as well as any relevant applications.
Certify copies
Get the copies certified by a notary.
Contact a qualified translator
Hire a translator to translate all the text into the language of your intended study.
Certify the translation
Confirm the specific requirements for certification with your university or consulate.

In many cases, you can handle the entire process at a notary office. They can help you make photocopies of documents, provide a staff translator for the translation, and certify all papers at once.

How to translate a transcript

Make a photocopy of the transcript
Obtain a copy of the transcript, which includes your grades.
Certify copies
Get the photocopy certified by a notary.
Request a grade statement
If you haven't received an official transcript yet, you can create one based on a statement from your school or university. Ensure that the statement is stamped.
Contact a qualified translator
Hire a translator to translate all the text into the language of your intended study.
Get notarized or consular certification
If needed.

Note

The admission committee of a foreign university may require a document explaining the assessment system used in your home country, along with your cumulative GPA.

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Sending documents to universities

Foreign universities typically accept documents through various channels, such as a dedicated form on their website, a personal account, email, or a centralized platform for applicants. Usually, universities request applicants to upload scanned translations along with copies of the original documents.

Note

Some universities may only accept documents by mail, a system that is still prevalent among German institutions.

Moreover, some educational institutions may exclusively require apostilled documents and a recognized diploma. It is crucial to check all specific requirements in advance on the university website or through the consulate to ensure a smooth application process.