Not every translation is suitable for every procedure. Before ordering, find out what the authority requires in terms of language, form, the translator's qualifications and the documents to include.

Give the translator the full brief

Tell them who will receive the document and what it is needed for. Prepare legible copies of all required pages. For names and place names, show the official spellings already in use, without asking for any facts in the original to be changed.

Check the result before handing it over

Check names, dates, numbers and completeness. Discuss any errors with the translator and do not correct a certified translation yourself. Ask whether a paper copy is needed or another format is accepted.

How to get comparable quotes from translators

Send the same set of documents to every translator you are considering and state the purpose of the translation. Ask whether annexes, stamps, a paper copy and delivery are included, if you need them. Check the receiving authority's requirements for the form and the translator; the word “official” in an advert does not describe a specific procedure. Agree on a deadline that leaves time for your own check. Do not send documents to an unknown recipient just to get a free estimate without first establishing a secure method and how much needs to be shared.

How to check the finished translation

Check names, dates, numbers and that all pages are there, even if you cannot assess the whole German translation. Show the translator the spellings used in other official documents before work begins. If you find an error, ask for a proper correction and keep the final version separately. Do not edit the certified file yourself. Before submitting, check which copy the recipient requires. Having a digital copy does not guarantee that a digital-only format is acceptable for every procedure, and a paper version does not replace correct content.

What to check

  • Get the receiving authority's requirements.
  • Check all pages of the original document.
  • Agree on the deadline and delivery format.
  • Ask how technical errors will be corrected.

Example situation

Translating one page may not be enough if the authority also asks for the annexes. It is best to establish the full scope before the price is calculated.

Next step

Order a translation for the specific task and the recipient's requirements so you do not end up paying twice.

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.