When Do You Need a Translation Before Apostille?

Introduction

When preparing documents for use in another country, the process often involves two crucial steps: translation and apostille. But in which order should you complete them? Should you translate before getting an apostille, or can you apostille first and translate later?

The correct sequence matters because doing it wrong can cause delays, rejections, and extra costs. In most cases, you must translate the document before obtaining the apostille, especially if the receiving country requires the apostille to be attached to the translated version.

In this guide, we’ll break down when you need a translation before the apostille, why the order matters, and how to ensure your documents meet international standards.

Understanding Translation and Apostille

Before diving into the timing, let’s clarify the roles of each process:

• Translation – Converts your document from one language into another while keeping the content legally accurate. For official purposes, this is usually a certified translation done by a professional translator.
• Apostille – A form of authentication under the Hague Apostille Convention, used to verify that a document issued in one country is legitimate for use in another.

The key point: The apostille certifies the authenticity of the document it is attached to. If the translation is part of the official version, that’s the one that must be apostilled not just the original.

 When You Must Translate Before Apostille

Here are common scenarios where translation should come first:

A. Country Requires Apostille on the Translation

Some countries will only accept a translated version if it’s the one bearing the apostille. For example, if you’re sending a birth certificate from the U.S. to Spain, Spanish authorities may require:

1. Translation into Spanish.
2. Certification of the translation.
3. Apostille on the certified translation itself.

B. The Receiving Authority Does Not Read the Original Language

If the government office, court, or employer receiving your document does not work in the document’s original language, they will require the official translation to be the document of record. That means the apostille must be affixed to the translation.

C. You Are Using the Document in a Legal Setting

For immigration, court cases, adoptions, or notarized contracts, the translated document is often the legally binding version. In such cases, the translation must be certified and then apostilled.

 Why the Order Matters

If you apostille the original first and then translate, the apostille will be in the original language. This can create two problems:

• The apostille itself may need translation—and some countries won’t accept a translated copy of an apostille unless it has been officially reissued.
• You may have to repeat the process—if the authority rejects the sequence, you might need to get a new apostille on the translated version, doubling your time and cost.

 Exceptions: When Apostille Can Come First

While translating before apostille is common, there are exceptions:

• Country Accepts Apostille on the Original Only – Some nations just need proof the original is legitimate, and they don’t require the translation to be apostilled. In this case, you can apostille first and then translate for reference purposes.
• Multilingual Documents – Certain documents, like international birth certificates, are issued in multiple languages and may not need translation before apostille.
• Embassy Legalization Process (Non-Hague Countries) – If you’re going through embassy legalization rather than apostille, the order can vary based on the embassy’s rules.

 Step-by-Step: Translating Before Apostille

Here’s the most reliable process to follow when translation comes first:

1. Identify the receiving country’s rules – Check their official consulate or embassy guidelines.
2. Get a certified translation – Use a professional translator familiar with legal documents and the required format.
3. Have the translation notarized – Some states require notarization before apostille.
4. Submit the translated document for apostille – This is done at the state level (for state-issued documents) or through the U.S. Department of State (for federal documents).
5. Double-check acceptance – Before sending, confirm the translated apostille meets the foreign authority’s requirements.

 Examples of Documents Often Translated Before Apostille

• Birth, marriage, and death certificates
• Academic diplomas and transcripts
• Court judgments and adoption papers
• Power of attorney documents
• Corporate contracts and agreements

 Tips to Avoid Delays

• Work with experienced professionals – Both your translator and apostille service should understand international document requirements.
• Bundle services when possible – Companies like Global Doc Translations can handle both certified translations and apostille processing to avoid sequence mistakes.
• Plan for extra time – Apostille processing can take from a few days to several weeks, depending on the issuing office.

Conclusion

If you’re preparing documents for international use, the safest approach is to translate before an apostille unless you confirm otherwise with the receiving country. Getting the sequence wrong can cost you valuable time and money. Always verify the requirements and work with professionals who can guide you through the process.

FAQ

Can I translate a document after getting an apostille?

Yes, but the translation will be of the apostilled document, and some countries won’t accept it unless the translation itself is apostilled

Does the apostille need to be translated too?

Often, yes. If the receiving authority doesn’t read the apostille’s language, you’ll need a translation, and sometimes an apostille on that translation.How long does the process take if I

translate before the apostille?

It depends on your location—translation can take 1–3 business days, while apostille processing may take from 2 days to 4 weeks.

Is notarization required before apostille?

In many jurisdictions, yes, especially for translations. Always check the issuing state’s rules.

Can one company handle both translation and apostille?

Yes, and it’s often the easiest route to avoid sequence errors—Global Doc Translations offers both services for a smooth process.