Are you ordering a sworn translation for the first time? Not sure whether you need a sworn translation or a regular translation?

This guide will help you understand when a sworn translation is required, how the process works, and what to consider before placing an order.

When is a sworn translation required?

A sworn translation is needed for the translation of official documents. You will need a sworn translation, for example, when you plan to study or work abroad, are getting married to a foreign national, or establishing a company in another country.

To order a sworn translation, you need to provide the following information:

The type of document
The source and target languages
The destination country where the document will be submitted (and, if necessary, the specific institution)
Any additional background information available

When is a sworn translation not needed?

The Vital Statistics Department issues certificates for birth, death, marriage, and divorce in Estonian, English, German, and French. A sworn translation is not required for these documents.

What is a certified copy? Who can make one?

A certified copy is a duplicate of the original document to which the translation is attached. This is important if the original document is issued only once or if the client wishes to keep the original (e.g., a diploma or transcript). A certified copy can be created by a notary or a sworn translator. However, a sworn translator can only make a certified copy if they are also translating the document.

What is an apostille? Who can issue one? How much does it cost?

A notary can provide an apostille. An apostille is a certification that confirms the authority of the person who signed the document. It is recommended to get the document apostilled before submitting it for translation.

The need for an apostille should be confirmed with the receiving country or institution. However, in general, it is advisable to apostille the document. The cost of apostilling is €27.27. Additionally, apostilling requires two notaries—one to issue the apostille and another to confirm it. The process can take up to 5 business days, so be sure to allow enough time.

What is document legalization? Who handles it?

In rare cases, legalization may be required. This process is handled by the Ministry of Foreign Affairs via post.

Ordering a sworn translation:

Once all the necessary steps have been completed, you can order a sworn translation.
When the sworn translation is ready, the sworn translator binds the translation to the original document or a certified copy and signs it, adding a ribbon, seal, and embossed stamp.
A scanned copy of the completed translation can also be provided for an additional fee, but this must be arranged with the project manager in advance. If you do not need a physical copy of the translation, please let us know.

How long does the sworn translation process take?

This process requires time as it involves multiple steps. We always strive to accommodate clients and work efficiently, but the timeframe depends on the complexity and volume of the text.

Sworn translation – other important considerations:

Whether documents can be submitted digitally with a sworn translator’s digital signature depends on whether the receiving country and institution accept it. This is possible in the Baltic states, but in Southern Europe, paper copies or scanned versions are usually preferred.
If you have a digitally signed document, you do not need to print it separately. The sworn translator will extract the document from the digital container and later add a note on the certification page indicating that the document was received in digital format.
Currently, sworn translation services in Estonia are available in 17 languages. If a sworn translator is not available for a specific language pair, a relay language may be used — for example, translating into English first and then into the required target language.
If a document is difficult to read or damaged, additional clarification from the document issuer may be required. If this is not possible, the sworn translator will include a note stating that a part of the document is “illegible.”

You can read about our extensive experience on our sworn translation page. Our FAQ page may also be helpful.

Sworn translation – everything to consider before ordering