This article has one aim: that this does not happen to you. Below are the specific reasons we meet in practice, and a check that takes a minute and saves you a lost day.
Before the reasons, one thing needs to be clear - what the notary actually certifies. Misunderstanding this question is itself the source of many problems.
What the notary actually certifies
A notarized translation is when the notary certifies that the translator's signature is genuine. That is the precise wording, and understanding it explains a lot.
The notary does not check whether the translation is correct. They may not understand the language of the translation at all. Their function is to confirm that this document was signed by a specific, qualified person whose identity they have established.
So responsibility for the content of the translation stays with the bureau and the translator - which is exactly why we have a mandatory editing stage in which figures and names are compared with the original.
And for the same reason: you do not need to be present at the notary. The translator signs, not you. Your presence is required only when you are the signatory of the document yourself - with a power of attorney or a consent.
What the notary really needs is the original document. And almost every reason for refusal is connected to the original.
Eight reasons a notary refuses
The state of the document
- The original was not presented - only a photocopy
- The document is damaged or partly illegible
- It is laminated - applying a stamp is physically impossible
- The seal is unclear or faded
Formal defects
- The document lacks the issuing office's signature or seal
- A correction has not been properly certified
- The document itself needs prior certification
- A foreign document has no apostille or legalization
What has nothing to do with the translation
- Every one of these reasons is in the document, not the translation
- Redoing the translation does not help
- The document has to be put in order first
- Only then does translating make sense
Lamination deserves a separate word, because it is the most heartbreaking case. Many people think lamination protects a document. In reality it often makes it useless: a notary cannot certify a laminated document and an apostille cannot be applied, because the stamp has to go physically on the paper. If you have an important document - do not laminate it.
Foreign documents - a separate case
With a document brought from abroad, the reason for refusal is almost always the same: the document has no apostille or consular legalization.
The logic is simple. A Georgian office has no way to establish whether, say, a Greek municipality's seal is genuine. So it needs confirmation issued by the issuing country itself - that is the apostille.
A critical detail that delays many people: an apostille is only issued in the issuing country. On a German document - in Germany, on a Turkish one - in Turkey. It cannot be done in Georgia, however urgent the matter.
So if you are abroad preparing a Georgian document, or the other way round - bringing a foreign one - sort out the apostille on the spot. If it is already too late, the only way is a power of attorney: a trusted person, or we, will handle the process locally.
A full explanation of which one you need: apostille or legalization.
The five-minute check that changes everything
Before you order a translation, run the document through this list. It takes a few minutes and often saves the whole cycle.
1. Do you have the original? Not a scan, not a photocopy, not a photo - the physical original. If not, first get a new extract from the issuing office. 2. Is everything legible? The text, seals, signatures, dates. If any part is worn or faded, the notary may refuse. 3. Is it laminated? If so, first get a new copy. With a laminated document the procedure is often impossible. 4. Check the back. A seal, a note, an apostille - many certificates carry important information on the back. 5. Has it expired? Criminal record certificates and extracts have a shelf life. If the recipient asks for a new one, the old one will do for neither the notary nor the office.If any point raises a doubt, send us a photo before you pay anything. This check costs nothing.
The order of steps - where problems are born
The second big source of refusals is not the document itself but the order in which you do the stages. Three typical scenarios we meet in practice.
Scenario one: the apostille last. A person translated, notarized, then went for the apostille - and it turned out the apostille should have gone on the original, before translation. As a result the apostille text does not appear in the translation and the receiving country does not accept the package. The cycle starts again. Scenario two: certificate first, deadline later. The criminal record certificate was obtained, apostilled, translated and notarized - and before they got to the consulate, the certificate had expired. Every stage was right, but the schedule was not. So with documents that expire, plan the process from the end, not the beginning. Scenario three: the package piece by piece. Three of five documents were done one month, two the next month, at another bureau. As a result the name is spelled two ways and the office sees two different people. The notary will not check this - it comes to light after delivery, at the recipient.All three are avoided with one question: who is the document for, and for what date? That is why we ask it at the start of every order - not out of curiosity.
What to do if you have already been refused
Find out the exact reason
Ask the notary exactly what the problem is and remember the wording. "It will not do" is not enough - you need the precise reason to find a fix.
Send us that reason
Send the notary's answer and a photo of the document. We will tell you whether it can be fixed or a new copy is needed - and this consultation is free.
Put the document in order
A new extract, the issuing office's certification or an apostille - whatever exactly is missing. Redoing the translation is usually not needed at this stage.
Certification of the corrected document
If we did the translation and the document was only put in order formally, you do not pay for translation again - only the certification is repeated.
Has a notary refused, or are you unsure whether your document will do? Send us a photo - the preliminary check is free and often saves the whole cycle.
Call: 501 113 200Frequently asked questions
Does the notary check the quality of the translation?
No. The notary certifies that the translator's signature is genuine and may not understand the target language at all. The bureau and the specific translator are responsible for the content of the translation. That is why we have a separate editing stage in which figures and names are compared with the original.
Do I need to be present at the notary?
Not for certifying a translation. The translator signs, not you. Your personal presence is required only when you are the signatory of the document yourself: a power of attorney, a consent, a statement. In that case the notary establishes your identity and your will.
My diploma is laminated. What do I do?
Unfortunately both notarization and an apostille are often impossible on a laminated document, because the stamp must be applied physically to the paper. The way out is to get a new copy or duplicate from the issuing institution. We do not recommend removing the lamination - it usually damages the document and makes things worse.
Will a photocopy really not do?
An ordinary photocopy - no. A notarized copy, on which the notary has confirmed that it matches the original, will do. That is a separate procedure, used when the original must stay with you. Details: certified copy of a document.
I have a foreign document without an apostille. What are my options?
The only way is to have it apostilled in the country that issued it - this is impossible in Georgia. If you cannot go there, arrange it under a power of attorney: a trusted person will do it locally. In some cases that country's embassy in Tbilisi issues a certificate that may offer a way out - call us and we will look at your specific situation.
Do I have to pay for the translation again?
If we did the translation and the reason for refusal lies in the formal state of the document - no. After the document is put in order, only the certification is repeated. If you got a new copy and its content differs - a new date and number, for example - the translation needs updating, but that is usually a small correction, not new work.