Summary
German university applications demand both officially certified copies of your original academic documents and certified translations performed by a legally sworn translator.
Always follow the correct two-step process: first, get your original documents certified by an authorized body, and then have them translated.
Most German universities, including those using uni-assist, require you to submit physical copies by post; digital scans of certified documents are not accepted.
To avoid delays or rejection, Bluente's Certified Translation service connects you with sworn translators to deliver university-accepted documents, often within 24 hours.
Are you feeling super confused about the whole transcript translation process for German universities? Worried that a small mistake "could diminish your chance for applying"? You're not alone. Many international students find themselves caught in a maze of certification requirements, sworn translators, and grade conversion formulas.
This comprehensive guide will walk you through every step of translating and certifying your academic transcripts for German university admissions, ensuring you don't miss any crucial details that could delay your application.
The Foundation: Why Certified Copies and Translations are Non-Negotiable
Before diving into the process, let's clarify the fundamental terminology and requirements:
What is a "Certified Copy" (beglaubigte Kopie)?
A certified copy is a photocopy of your original document that has been officially verified as a true copy by an authorized body. This verification confirms that your copy matches the original document perfectly.
What is a "Certified Translation" (beglaubigte Übersetzung)?
A certified translation is performed by a sworn translator (öffentlich bestellter und beeidigter Übersetzer) who officially attests to the accuracy and completeness of the translation. This goes beyond a standard translation and carries legal weight in Germany.
Which Documents Need This Treatment?
German universities typically require certified copies and translations for:
University entrance qualification (high school diploma, equivalent to the German Abitur)
University entrance examination results (if applicable)
University certificates, diplomas, and transcripts of records
The Certification Process: A Step-by-Step Guide (Beglaubigung)
Before getting your documents translated, you need to have certified copies of them in their original language. Here's how:
Who Has the Authority to Certify Your Documents?
If you are outside Germany:
German embassies and consulates
The school or university that issued the original certificate (must include the official school seal)
The Ministry of Education in your home country
Public authorities and notaries authorized to provide official certifications in your country
If you are already in Germany:
Public institutions with an official seal (Dienstsiegel), such as town halls (Bürgeramt) or local governments
Notaries
Embassies or consulates of your home country in Germany
The Anatomy of a Perfect Certification
A valid certification must contain the following elements:
An original official stamp from the certifying body. A simple text stamp is insufficient.
An original signature from the certifying person.
The Attestation Clause: A statement confirming the copy's authenticity. The official German wording is: "Die Übereinstimmung der vorstehenden/umstehenden Kopie mit dem Original des (name of certificate) wird hiermit amtlich beglaubigt." This clause must be accompanied by the place, date, signature, and official seal.
Handling Multi-Page Documents
For documents with multiple pages, there are two acceptable methods:
Individual Certification: Each page must be certified separately with the stamp and signature. The certificate holder's name should appear on each sheet.
Collective Certification: The pages are stacked, fanned out (staggered), and stamped in a way that a part of the official seal is visible on every page. For notaries, this may also be done by binding the pages with a ribbon and an embossed seal.
The Translation Process: Finding and Working with a Sworn Translator
Once you have certified copies of your original documents, the next step is translation.
Who is a "Sworn Translator"?
This is not just any translator. A sworn translator (öffentlich bestellter und beeidigter Übersetzer) is officially authorized by German courts to produce legally recognized translations.
Translations Done in Germany: MUST be completed by an officially sworn translator. Their stamp will include their address and confirm their sworn status.
Translations Done Abroad: Can be authorized by a German embassy/consulate, a notary public, or a translator who is officially sworn in that country.
Finding a qualified sworn translator can be time-consuming. A modern and efficient approach is to use a specialized service. For instance, Bluente's Certified Translation service connects you with certified professionals who can deliver university-ready translations, often within 24 hours, ensuring your documents meet the strict requirements for German academic institutions.
Crucial Rules for Translation
Translate from the Original: Translations must be made directly from the original document, not from a copy or a certified copy. The translator will state this in their attestation.
Literal and Exact: The translation must be a literal, word-for-word rendering of the original, maintaining the same format.
Language Requirements:
Documents must be submitted in their original language AND with a German or English translation.
Exception: If the original document is already in German or English, no translation is needed.
University-Specific Language Exceptions: Some universities, like LMU Munich, do not require translations for documents in English, French, Italian, Catalan, Latin, Portuguese, Romanian, and Spanish.
Contradiction Alert: Note that uni-assist states French certificates must be translated. This demonstrates why applicants must always check the specific requirements of their target university.
Demystifying German Grade Conversion (Notenumrechnung)
Many students wonder, "How should I convert my GPA to the German system?" German universities use the Modified Bavarian Formula to create a comparable grade on the German scale:
x = 1 + 3 * (Nmax - Nd) / (Nmax - Nmin)
Where:
x = Your calculated German grade
Nmax = The best possible grade in your country's grading system
Nmin = The lowest passing grade in your country's grading system
Nd = Your overall grade (GPA) to be converted
How to Use the Formula (A Practical Guide)
Step 1: Find Your Inputs Locate Nmax, Nmin, and Nd on your official transcript. If the minimum passing grade isn't listed, contact your home university's registrar for an official statement.
Step 2: Handling Letter Grades If your transcript uses letter grades, you must convert them to a numerical equivalent first. For example: A+ = 1, A = 2, B = 3, C = 4, D = 5 (minimum passing grade).
Step 3: Calculate Plug the numbers into the formula to get your German equivalent grade.
Understanding the German Scale
1.0–1.5: Very good (Sehr gut)
1.6–2.5: Good (Gut)
2.6–3.5: Satisfactory (Befriedigend)
3.6–4.0: Sufficient (Ausreichend) - This is the lowest passing range
4.1+: Fail (Nicht bestanden)
Important Disclaimer: Any online GPA converter or self-calculation is for personal orientation only. The final, binding grade conversion will be done by the German university or uni-assist.
The Final Submission Checklist
To prevent last-minute mistakes, ensure your document packet contains:
The officially certified copy of your original language document (e.g., transcript)
The original certified translation of that document, attached to a plain copy of the original it was translated from
Note: You send the certified copy of the original and the original of the translation. Do not send your original transcript/diploma unless explicitly told to do so.
Submission Method
For uni-assist and most universities, certified documents must be sent by post. Scans, uploads, and simple photocopies of certified documents are NOT accepted.
Common Pitfall - The "Sealed Envelope" Confusion
Many students are confused about "sealed envelopes." To clarify: the "official seal" (Dienstsiegel) refers to the ink stamp used in the certification process on the document itself, not a sealed envelope. A sealed envelope from your home university is generally not required unless the German university specifically asks for it.
Final Tips and Conclusion
Recap: Remember the critical steps - certify first, then translate. Use only officially sworn translators and double-check your target university's specific requirements.
Final Advice:
Start Early: This process can take several weeks, especially during peak application seasons.
Budget Accordingly: Costs can vary, but services like Bluente's Certified Translation offer official, university-accepted translations at a flat rate of $25 per page with a 24-hour turnaround, making budgeting simple.
When in Doubt, Ask: Contact the university's international admissions office or uni-assist directly with questions. Don't make assumptions.
While navigating the German academic documentation system may seem overwhelming at first, it's a manageable process when broken down into steps. With this checklist in hand, you're well on your way to submitting a successful application to your dream German university.
Remember, proper document preparation isn't just bureaucracy—it's your first step toward demonstrating your seriousness and attention to detail as a future student in Germany.
Frequently Asked Questions
What is the difference between a certified copy and a certified translation?
A certified copy verifies that a photocopy is a true replica of your original document, while a certified translation confirms the accuracy of the translation itself. The certification of a copy is done by an authorized body like a German embassy or notary. In contrast, a certified translation must be performed by an officially sworn translator who attests that the translated text is a complete and accurate rendering of the original document.
Who can provide a certified translation for a German university?
Only an officially sworn translator (in German: öffentlich bestellter und beeidigter Übersetzer) is authorized to provide a certified translation that is legally recognized by German universities. These translators are sworn in by German courts and use an official stamp to attest to their work's accuracy. Using a Germany-based sworn translator is the safest and most recommended option.
Should I get my documents certified first or translated first?
You must get certified copies of your original documents first, before you send them for translation. The correct sequence is critical: first, obtain an officially certified copy (beglaubigte Kopie) of your original transcript or diploma. Then, a sworn translator works from the original document to create the certified translation (beglaubigte Übersetzung).
Do I need to translate documents that are already in English?
Generally, no translation is needed if your original academic documents are in English. However, you must always verify this with your specific target university. While most universities accept English documents, some programs or institutions may have unique requirements. Always check the official admissions page for the most accurate information.
How is my GPA converted to the German grading system?
The official conversion is done using the Modified Bavarian Formula: x = 1 + 3 * (Nmax - Nd) / (Nmax - Nmin). In this formula, Nmax is the best possible grade in your system, Nmin is the lowest passing grade, and Nd is your grade. While you can use this formula for a personal estimate, the final, binding grade conversion will be performed by the university or uni-assist during the application review.
Do I need to mail my original diploma to the university?
No, you should never send your original diploma or transcript unless the university explicitly and directly instructs you to do so. You are required to send the officially certified copy of your original document and the original version of the certified translation. Your original documents are valuable and should be kept in a safe place.
Can I submit scans of my certified documents online?
No, for uni-assist and the vast majority of German universities, you must send the physical hard copies of your certified documents and translations by post. Digital uploads, scans, or simple photocopies are not accepted because they cannot be used to verify the original signature and official stamp (Dienstsiegel) from the certifying authority.