What Is the Difference Between a Regular and a Notarized Diploma Translation?

When someone orders a diploma translation, the first thing we ask is: where will you submit it? The answer decides whether a regular translation will do or whether you need a notarized one. The translation itself is prepared with the same care either way - what changes is who confirms it and how.

This article explains what each form means, what the notary needs, how to read the recipient's requirement, when an apostille can be placed on a translation and where people most often go wrong. One general rule runs through all of it: the recipient has the final word, so always check their instructions.

Regular translation

A regular translation is prepared by a translator or a bureau without a notary. It works wherever the recipient only needs to understand the content:

• a university's preliminary assessment, when the portal does not ask for certification;
• a CV, motivation letter or portfolio;
• an information copy for an employer;
• your own records.

A regular translation does not mean a "less accurate" one. The translator handles the name, surname, dates, field of study and awarded qualification with exactly the same attention, because the same text is often notarized later on. The only difference is that no notarial act comes with it, so its weight depends on how much the recipient trusts it.

Notarized translation

For a notarized translation, the translator signs in front of a notary, and the notary confirms that the translator's signature is genuine. An important detail: the notary does not check the content of the translation. The translator is responsible for accuracy; the notary is responsible for confirming that this particular translator signed it.

A notarized translation is needed when the diploma is used in an administrative or legal process:

• enrolment at a foreign university that explicitly asks for certification;
• a work visa and recognition of qualifications;
• submission to an embassy;
• recognition of foreign education in Georgia - the National Center for Educational Quality Enhancement accepts foreign-language documents only with a notarized Georgian translation.

What the notary needs

A few conditions have to be met for notarization. Knowing them in advance keeps the process running smoothly:

• The original or a copy of it. The translation is tied to a specific document, so it has to be clear what was translated. We confirm which form works in your case when you place the order;
• The translator in person. The translator signs the translation in the notary's presence, so a notarized translation always requires the translator to attend personally;
• The translation together with the document. As a rule, the translation is bound together with the document into a single set that carries the notary's certification. That way the recipient can see the translation belongs to this exact document;
• The full text. Everything on the document is translated: seals, signatures, stamps and, if it has already been placed, the apostille.

At this stage the notary verifies the translator's identity and signature, not the linguistic accuracy of the translation. That is why every check on the text has to be finished before notarization - changing the text afterwards means a new certification.

Side by side

• Who confirms it: regular - the translator or bureau; notarized - a notary, who certifies the translator's signature;
• Responsibility for accuracy: the translator in both cases;
• Government bodies: rarely accept a regular one, do accept a notarized one;
• Apostille on the translation: impossible on a regular one, possible on a notarial act;
• Turnaround at TARGMANEBI: same or next day for both.

Why a notarized translation is less forgiving

Fixing a mistake in a notarized translation is harder. In a regular translation the translator corrects the wrong word and sends you the file again. In a notarized translation the text is tied to a notarial act, so a correction often means certifying it again - in other words, another visit to the notary. That is why, in a diploma translation, we check the name, surname, date of birth and diploma number separately before notarization, and if an error on our side is confirmed, we fix it the same or next working day.

One more principle applies to both forms: we never use AI on the content of a client's document, and the translator receives only the part they need to translate. A diploma contains personal data, and its text reaches only the person who works on it.

A third option: certified translation

The UK, the USA and some other countries often do not ask for a notary - a written statement from the translator or bureau that the translation is complete and accurate is enough. More details: certified translation.

The form is set by the recipient - not by you and not by the bureau. Before ordering, look for the words "notarized", "certified" or "sworn" in the portal's or embassy's requirements.

How to read the requirement

Universities, embassies and employers use different terms, and the same word can mean different things in different countries. A general guide:

• "notarized translation" - usually a translation on which a notary certifies the translator's signature. In Georgia this is exactly a notarized translation;
• "certified translation" - often a written statement from the translator or bureau that the translation is complete and accurate is enough. Some recipients, however, also mean notarization by this word;
• "sworn translation" - in countries that have sworn translators, this is a translation by a translator authorised in that country. If you see this word, check whether a translation notarized in Georgia will be accepted;
• "official translation" - the vaguest wording of all; it can mean either notarized or certified. In that case it is best to ask the recipient directly.

If the requirement simply says "translation" with no qualifier, a regular translation is often enough. But if you are unsure, it is better to ask the recipient in advance than to have the document sent back and lose time.

An apostille on a notarized translation - a separate step

A notarized translation is a notarial act, so an apostille can be placed on it. That apostille is issued by the Public Service Development Agency and confirms the notary's signature and seal - not the diploma and not the content of the translation.

An apostille on the diploma is a different procedure: the decision is made by the National Center for Educational Quality Enhancement, and the application is filed through the Public Service Hall. That apostille goes on the original and has to be done before the translation, so that it appears in the translation. More details: apostille on a diploma and apostille and legalization.

Some recipients need both - an apostille on the diploma and one on the notarized translation; others need only the first. An apostille cannot be placed on a regular translation at all, because it is not a notarial act. So if the requirement mentions an apostille on the translation, a regular translation is ruled out automatically. The difference between the two steps is explained on a separate page: notarization or apostille.

Common mistakes

• Notarizing what does not need it. A CV, motivation letter and portfolio are not official documents and, as a rule, do not need a notary. Certification adds no extra weight to texts like these;
• Translating before the apostille. If the diploma is translated first and apostilled afterwards, the apostille does not appear in the translation. The recipient may treat the package as incomplete, and you may need the translation redone;
• A name that differs from the passport. A Georgian name can be transliterated into Latin script in several ways. In the translation the name and surname must match the passport letter for letter, or the recipient may wonder whether it is the same person. So please send a copy of your passport with the order;
• Choosing the form by guesswork. Some order a notarized translation "just in case", others a regular one in the hope it will be accepted. Either way, it is better to read the recipient's requirement first;
• A diploma without its supplement. Often the transcript or diploma supplement is required along with the diploma. If one translator handles both, the terminology and the spelling of the name will match.

How a notarized translation is produced

Frequently asked questions

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