German visa applications require specific forms of document certification — and getting it wrong means rejection or delays. Apostille, legalisation, and sworn translation are three different things, and each document type needs a specific combination. Here's the complete checklist.
Which documents need what
| Document | Sworn translation | Apostille / Legalisation | Certified copy |
|---|---|---|---|
| University degree certificate | Yes (if not EN/DE) | Yes | Yes |
| Transcript of records | Yes (if not EN/DE) | Sometimes | Yes |
| Birth certificate | Yes | Yes | Yes |
| Marriage certificate | Yes | Yes | Yes |
| Criminal record check | Yes | Yes | No (original) |
| Employment contract | Rarely (usually in EN/DE) | No | No |
| Passport | No | No | Copy only |
| Health insurance proof | Rarely | No | No |
| Rental contract | Rarely | No | No |
| Professional licence | Yes | Yes (for regulated professions) | Yes |
Certification vs. apostille vs. translation
Apostille
An international certification that verifies a document is genuine. Issued by the designated authority in the country where the document was issued (usually a government ministry or court). Required for countries that are part of the Hague Apostille Convention (most countries).
Cost: €10–50 · Time: 1–3 weeks
Legalisation (Beglaubigung)
For countries NOT in the Hague Convention, documents must be legalised by the German embassy in the country of origin. This is a multi-step process: local notarisation → foreign ministry authentication → German embassy legalisation. Takes longer than an apostille.
Cost: €25–100 · Time: 2–6 weeks
Sworn translation (beglaubigte Übersetzung)
A translation made by a court-certified translator (vereidigter Übersetzer) who is authorised by a German court. The translator stamps and signs the translation, certifying its accuracy. Only sworn translations are accepted by German authorities.
Cost: €30–80 per page · Time: 3–7 days
Common rejection reason
Regular translations (even by professional agencies) are not accepted by German embassies or Ausländerbehörden. It must be a sworn translation by a court-certified translator. Check the translator's certification before commissioning.
Requirements by document type
University degree & transcript
- Sworn translation into German (if not already in English or German)
- Apostille from the issuing country's designated authority
- Certified copy (notarised in the home country or by the embassy)
- May also need ZAB evaluation — see our degree recognition guide
Birth & marriage certificates
- Sworn translation into German
- Apostille (Hague Convention countries) or legalisation (non-Hague countries)
- Certified copy
- Must be recent — some embassies require certificates issued within 6 months
Criminal record check (Führungszeugnis)
- Must be from the country of nationality AND any country where the applicant lived 12+ months
- Sworn translation into German
- Apostille or legalisation
- Must be recent — usually less than 6 months old at the time of visa application
Employment contract
- Usually accepted in English or German — no translation needed
- No apostille or legalisation required
- Must include: job title, gross annual salary, start date, and working hours
- Both parties must sign before the visa interview
Sworn translations
Finding a court-certified translator:
- In Germany: Search the translator database at justiz-dolmetscher.de
- Abroad: Many German embassies maintain a list of approved translators. Check the embassy website.
- Online: Some court-certified translators accept orders by email and send the stamped original by post.
- Cost: €30–80 per page. A typical degree certificate + transcript: €150–300 total.
- Time: 3–7 business days. Rush service available from most translators for +50% fee.
Costs and timelines
| Item | Cost | Timeline |
|---|---|---|
| Apostille (per document) | €10–50 | 1–3 weeks |
| Embassy legalisation | €25–100 | 2–6 weeks |
| Sworn translation (per page) | €30–80 | 3–7 days |
| Notarised copy | €5–20 | Same day |
| Criminal record check | €0–50 (varies by country) | 1–4 weeks |
| Typical total (single applicant) | €200–500 | 2–4 weeks (if done in parallel) |
Complete checklist for employers
Start document collection early
Send the candidate a country-specific checklist as soon as the offer is signed. relokate generates these automatically.
Check which country the documents come from
Hague Convention → apostille. Non-Hague → embassy legalisation. This determines the timeline.
Commission sworn translations immediately
Don't wait for apostilles. Translations can run in parallel. Find a court-certified translator for the relevant language.
Get criminal record checks from ALL relevant countries
If the candidate lived in 3 countries, you need 3 criminal record checks. Start all of them simultaneously.
Verify document validity dates
Criminal records and some certificates expire after 3–6 months. Time the applications so they're still valid at the visa interview.
Make copies of everything
Most embassies require the original + 1–2 certified copies. Make extras in case of loss.
Key takeaway
Document certification is the #2 cause of visa delays after degree recognition. The fix is simple: start all certifications, translations, and criminal record checks the day the offer is signed — not when the embassy appointment is booked. Running everything in parallel saves 3–6 weeks.

For HR teams
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Hanna Kovacs
Product Manager, Global Mobility
Professional experience across the US, Hungary, and Germany in product management and operations. Deep expertise in German immigration law and the regulatory landscape for skilled worker migration. At relokate, Hanna owns the product roadmap, drives platform automation, and develops the compliance frameworks and immigration content that HR teams rely on.
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