This article covers three things: which documents you need, in what form they must be certified and in what order to do it all. The last point is the one most often ignored, and it is what makes people pay again.
A caveat that has to be said from the start: every university and every programme has its own requirements. This text describes the general logic the German system follows, but the final source is always the specific university's or uni-assist's instructions.
Which documents must be translated
The standard package depends on whether you are applying for a bachelor's or a master's programme.
For a bachelor's
- School certificate and grade sheet
- Unified National Exam results
- Language certificate (often needs no translation)
- Passport
- Motivation letter
For a master's
- Diploma and diploma supplement
- School certificate, if the university asks
- Letters of recommendation
- CV in academic format
- Motivation letter (Motivationsschreiben)
Additionally for the visa
- Blocked account confirmation or sponsor documents
- Bank statement
- Health insurance documents
- Birth certificate
- Sometimes a criminal record certificate
A separate note on language certificates: TestDaF, DSH, Goethe and IELTS are international documents and usually need no translation. Still, it is worth checking - some universities ask for a notarized copy, which is not a translation but a separate procedure.
uni-assist and its requirements
A large share of German universities receive foreign applicants' documents through the uni-assist platform. Its requirement is usually this: every document must be translated into German or English, officially certified and submitted together with the original.
There is one nuance that often delays the process: if the university accepted an English version, that does not mean English will work for the visa too. The German embassy often asks for the German version. So if you need the same document at both stages, it is better to have it translated into German from the start - that rules out paying twice.
uni-assist also has deadlines that come earlier than the university's, because it needs time to check the documents itself. When planning, count backwards from the uni-assist deadline.
Apostille and translation - the right sequence
A translation alone is not enough. The German side needs confirmation that the Georgian document is genuine - and the apostille does that.
Step 1: the apostille on the original. For education documents the apostille is usually issued by the National Center for Educational Quality Enhancement or the Public Service Hall, depending on the document type. This is the first step, not the last. Step 2: the translation. The document is translated with the apostille already on it - including stamps, signatures and the apostille stamp itself. That is why the order matters: if you translate first, the apostille will not appear in the translation. Step 3: notarization. The notary certifies that the translator's signature is genuine. Full explanation: notarized translation or apostille.These three steps usually take about a week in total, depending on the apostille schedule. If the uni-assist deadline is two weeks away, you are in time; if it is three days away, probably not.
The diploma supplement - where mistakes happen
The diploma supplement is the hardest part, and for a reason. It contains course names, hours or credits and grades - exactly what a German university reads for content rather than checks for form.
A course name cannot be translated mechanically. The German university is trying to understand what the course covered so it can compare it with its own curriculum. If the translation is vague, the course may not be credited.
The grading systems differ too: the Georgian 100-point scale and the German 1 to 5 scale do not correspond directly. In the translation the grade stays as in the original - conversion is the job of the university or uni-assist, not the translator. This matters: if someone offers to "convert" your grades into the German system, that is wrong.
With us the diploma and supplement go to the same translator so the terminology matches exactly. Details: quality control.
The motivation letter - translation or adaptation
The motivation letter is the only document in this package that is not an official paper, and that is why it needs a different approach. In an official document our task is word-for-word accuracy. In a motivation letter the text has to work in a German academic context.
German academic style is much more formal and structured than Georgian. What sounds natural in Georgian - an emotional opening, a personal story - is often considered excessive in a German motivation letter. A specific structure is expected: why this programme, why this university, what academic or professional experience prepares you for it, and what you plan to do afterwards.
So for the motivation letter we offer two options: a word-for-word translation, if your text already has this structure, or a translation with stylistic adaptation. The second costs more, but the result is different. Unlike official documents, a motivation letter needs no notarization.
How to plan the process
Find the two deadlines
The uni-assist deadline and the university deadline are two different dates, and the first is always earlier. Start planning backwards from the earlier one.
Apostille first, translation after
Have the original apostilled at the office that matches your document. It is not done the same day, so start with this.
Translation and notarization as one package
Send us photos of the already apostilled documents and the text of the university's requirement. One translator does every document, in one spelling.
Check the name against the passport
Before submitting, check that the name and surname match the passport letter for letter in every document. This is a check you can do without knowing the language.
Costs and where you can save
The cost of a full package has three independent parts: the translation, the notary fee and the apostille state fee. The first is ours, the other two are not. The translation price is set by agreement after we see the material and is fixed when the order starts.
Three places where students most often overpay. First, notarizing documents that do not need it: the CV, motivation letter and recommendation letters. Second, translating twice - first into English for the university, then into German for the visa. Third, paying for an urgent service where the time would actually have been enough if planning had started earlier.
A guide to timing: translation one or two days, notarization half a day, and the apostille follows the Public Service Hall's or education centre's schedule. A safe window for the full package is one week. Current guide figures: translation prices.
Applying to a German university and not sure where to start? Send us photos of your documents and the university's requirements - we will tell you the order and timing free of charge.
Call: 501 113 200Frequently asked questions
Should I translate into German or English?
If the university accepts both, German is safer - because at the visa stage the German embassy often asks for the German version. If you translate into English for the university and then into German for the visa, you pay twice. One German version usually covers both stages.
Where is the apostille put on a school certificate?
For education documents the apostille is usually issued at the National Center for Educational Quality Enhancement or the Public Service Hall, depending on the document type. It is not done the same day. Call us and we will tell you which office to go to for your specific document and what timing to expect.
Can you convert my grades into the German system?
No, and that is deliberate. In the translation grades stay as in the original. Conversion is the job of uni-assist or the university, which have their own methodology. If a translator "converts" grades, that changes the content of the document and becomes a ground for refusal.
Does the motivation letter need a notary?
No. The motivation letter and CV are not official documents, so they need neither an apostille nor notarization. They simply have to be well written in the target language. This is one of the places to save money.
I do not have my diploma yet. Can I submit a certificate?
Many universities accept a university letter confirming you are completing your studies, on condition that the diploma is submitted later. Such a letter needs the same procedure: apostille, translation, notarization. Check the requirement in the university's instructions.
How long does the full package take?
The translation part is usually one or two days, notarization half a day. The critical stage is the apostille, which depends on the Public Service Hall's or education centre's schedule. Plan a safe week in total, and if you have less than two weeks, call us and we will see what is realistic.