This article is for anyone applying to a bachelor's or master's programme at a European university who is not sure where to begin. It explains the general logic: which documents are requested, which of them are translated with notarization, when the apostille is added, how to handle the letters and what happens after admission.
One important caveat up front: every university and every programme has its own requirements. The final word always belongs to the instructions on the specific portal, so treat the advice below as a plan and check the details on the university's own page.
The core documents
- Diploma - a bachelor's diploma for a master's programme, or the school-leaving certificate for a bachelor's programme;
- Transcript or diploma supplement - this is where the admissions committee sees your courses, credits and grades. More detail: transcript translation;
- Motivation letter - usually written directly in the language of instruction. If you write it in Georgian, the translation has to follow your own arguments without adding new facts;
- CV - often in the Europass format;
- Passport - the data page of a Georgian passport is already filled in in Latin script, so as a rule it needs no translation.
On top of this there is often a language certificate (IELTS, TOEFL, Goethe-Zertifikat or another) and one or two letters of recommendation.
Bachelor's vs master's: how the package differs
The logic of preparing documents is the same at both levels, but the contents of the package differ. For a bachelor's programme the committee looks at your school results; for a master's it looks at the substance of your higher education - which courses you took, for how many credits and with what grades.
For a bachelor's
- School-leaving certificate and grade sheet
- Unified National Exam results, if the university asks
- Language certificate
- Motivation letter
For a master's
- Bachelor's diploma and diploma supplement
- Sometimes syllabi or course descriptions
- Letters of recommendation
- Motivation letter
At both levels
- Passport data page
- Language certificate, if the programme requires one
- CV, often in the Europass format
- Apostille, if the university asks for it
For a master's programme the committee often checks how closely your bachelor's courses match the programme's entry requirements. That is why course titles in the supplement must be translated accurately and consistently, and if the university also asks for syllabi, they must use exactly the same terminology.
Which documents need a notarized translation
Universities mostly ask for the diploma, supplement and school-leaving certificate with a notarized translation. The CV and motivation letter are sent with an ordinary translation or written directly in the foreign language. Extra certification is an extra step, so read the portal's requirements first. The difference in detail: ordinary or notarized translation.
A practical tip: many Georgian universities also issue the diploma supplement in English. If your programme is taught in English and you already have an English supplement, you may not need to translate it at all.
It helps to know what the notary actually confirms. The notary does not check the content of the translation - they certify that the translator's signature is genuine, while the translator is responsible for accuracy. That is why it matters who translates. With us, the diploma and the supplement go to the same translator so the terminology is identical across all documents, and a confirmed error is corrected the same or next working day.
We never use AI on the content of a client's documents, and the translator receives only the part that has to be translated. This matters all the more when the package includes passport data and personal letters.
Which language to translate into
The university decides the language of the translation, and it is not always the language of instruction. A German-taught programme often accepts an English translation too, while an Italian university may accept only Italian. Translating one package into two languages is often unnecessary, so before ordering, find the exact wording on the portal: "translations into English or German are accepted" or something similar. If you are applying in several countries, compare the requirements first - one notarized English translation often covers every application.
Apostille first, translation second
If the university asks for an apostille, it goes on the original before translation. For an educational document you apply at the Public Service Hall, which forwards the application electronically to the National Center for Educational Quality Enhancement. The center checks the document's authenticity and makes the decision. Then both the document and the apostille text are translated, and finally the translation is notarized. Step by step: apostille on a diploma and transcript.
Keep in mind that the diploma and its supplement are separate documents, so each needs its own apostille. An apostille only works between parties to the 1961 Hague Convention. If the document is going to a country that is not a party, consular legalization is needed instead. The difference: apostille or legalization.
Motivation and recommendation letters
The motivation letter is the only part of the package you write yourself. It is better to write it directly in the language of instruction: that way the text keeps your own voice, and it is easier to talk about it at an interview. If you prefer to write in Georgian, the translation must follow your arguments exactly - the translator neither adds achievements nor polishes the text at the expense of the facts.
A recommendation letter is written and signed by someone who knows you academically or professionally: a lecturer, a thesis supervisor or an employer. Many universities send the referee a link straight from the portal and receive the letter from them directly, so agree on this in advance and give their correct email address.
If your referee writes in Georgian, a translation is needed, while the signature stays on the original. As a rule, neither motivation nor recommendation letters need notarization, since they are not official documents. The only exception is when the portal explicitly asks for it.
Name and surname: follow the passport
The most common mistake - and the easiest one to avoid - is spelling your name differently in different documents. Georgian letters can be rendered in Latin script in more than one way. If your diploma translation uses one spelling, your language certificate another and your passport a third, the university may wonder whether all these papers belong to the same person.
The rule is simple: in every translation your name and surname are written exactly as on the passport data page. So send us a photo of your passport with the order - the translator takes the Latin spelling from there. Use the same spelling when you register on the online portal, when you sign up for a language exam and in your CV.
If you have ever changed your surname, for example on marriage, and your educational document was issued under the old name, the university may ask for a document confirming the change, together with its translation. In that case check the portal's instructions in advance.
What happens after admission
An admission letter is not the end of the process. Many universities ask to see the originals or certified copies at enrollment so they can compare them with the files you uploaded. So keep your apostilled originals and notarized translations safe and take them with you when you travel.
The next stage is usually the student visa. The exact list of documents is set by the embassy or consulate of the country where you plan to study. It usually includes the admission letter, proof of financial means and health insurance, and sometimes other certificates. If any of them are in Georgian, they will need a translation too.
The embassy's requirements on the language and form of translations may differ from the university's, so read the consulate's list separately before translating anything for the visa. If you need the same document at both stages, it is best to choose a language from the start that satisfies both.
Checklist before you submit
- your name and surname appear in every translation exactly as in your passport;
- the name of the university and the programme is the same in every document;
- the scans are in colour and every stamp and signature is legible;
- the file size and format match the portal's requirements.
How to plan the preparation
Deadlines and requirements
Find the application deadline and the document list on the portal. Write down which documents are required with a notarized translation, which with an apostille and in which language. This list is the plan for the whole process.
Apostille first
If an apostille is needed, file the application at the Public Service Hall before anything else. Its timeline is set by the state agency, not by us, so confirm the current processing time when you apply.
Translation and notary
Send us photos of the apostilled documents and the portal's requirements. One translator handles every document with consistent terminology, and the translation is ready the same or next day.
Check and upload
Before submitting, check the names, file formats and scan quality. Do not leave the upload until the last day, so you still have time if something goes wrong technically.
Send us your diploma and supplement - we will tell you which documents need a notarized translation and which do not, and you will receive the translation the same or next day.
Call: 501 113 200Frequently asked questions
Do I need a passport translation for a European university?
As a rule, no. The data page of a Georgian passport is also filled in in Latin script.
Does a motivation letter need notarization?
No. The motivation letter and CV are not official documents, so they are sent with an ordinary translation or written directly in the foreign language.
Who should sign a recommendation letter?
The person who writes it: a lecturer, supervisor or employer. Many universities receive the letter directly from the referee through the portal. If the letter is in Georgian, it is translated, but as a rule it does not need notarization.
What comes first: the apostille or the translation?
First the apostille on the original, then the translation, which also covers the apostille text, and finally notarization.
Is one apostille enough for the diploma and the supplement?
No. The diploma and the supplement are separate documents, and each needs its own apostille.
How long does the translation take?
The same or next day. The apostille timeline is separate, because a state agency issues it.
My diploma supplement is already in English. Do I still need a translation?
If the university accepts English, often not. Check the portal's requirements.
I am applying in several countries. Do I need a separate translation for each?
One notarized English translation often covers every application. Compare each university's requirements first.
Will I need the originals after admission?
Often, yes. Many universities ask for the originals or certified copies at enrollment, so keep your apostilled originals and notarized translations.