The original is the source copy of a document, a copy reproduces it and a translation conveys its content in another language. Unless the receiving authority says otherwise, these should not be treated as interchangeable.

Create a matrix of requirements

For each procedure, note the name of the document, the form, the language and the recipient. If a certified copy or another form is required, find out the exact procedure from a competent source. Do not choose the form on the principle that “the most expensive option is bound to work”.

Keep storage and sending separate

Keep originals separately and put together a new set for each request. Do not send away your only copy before you have clarified whether it is needed and how it will be returned. Keep the files you send unchanged.

How to set up the matrix for one set of documents

For each recipient, write down the document, whose it is, the required form, the language and how to submit it. Next to it, note what you have now and what you still need to obtain. Do not apply the requirements of one procedure to all the others. If a special confirmation or certification is requested, find out the exact name and the permitted procedure from the competent authority. A matrix like this lets you discuss the cost of preparation against a clear brief rather than ordering the most complex form without proven need and then discovering that a different document was required.

How to keep the set you sent unchanged

Create a separate folder for what you actually submitted and do not overwrite it with later corrections. Label originals and working copies differently. If a document needs replacing, keep the link between the old and new versions and the proof of submission. Do not make changes to a signed or certified document yourself. If you hand over an original in person, find out whether this is necessary, how it is recorded and how it will be returned. Being able to make another copy does not mean that losing your only original will have no effect on what comes next.

What to check

  • Check the required form for each recipient.
  • Note where the original is kept.
  • Note the deadline and purpose of each translation.
  • Do not mix working copies with signed versions.

Example situation

The fact that one authority accepted a document digitally does not automatically mean the same format is suitable for another application.

Next step

Separating documents by purpose reduces the risk of losing originals and paying for unnecessary certifications.

Official information on this topic

Checklists and examples are organisational recommendations. Requirements depend on the procedure, the city and your situation; check them with the relevant office before you act. Please discuss legal and tax questions with an authorised professional.

This article was prepared with the help of AI. The example illustrates the approach and does not describe a client case.