It's a situation no one wants to experience: you've invested time, money and effort in a certified translation, only to be told by the authorities: "Unfortunately, we can't accept this translation." The frustration is understandable - especially when important deadlines for your application, naturalization or other official matters are at stake.
But don't worry! In this blog post, we explain why certified translations are sometimes rejected and - more importantly - what you can do about it.
Table of contents
Definition of certified translations
Before we get to the problems, it is important to understand what a certified translation actually is:
A certified translation is a translation that has been prepared by a state-authorized translator and officially confirmed by a certification note with a stamp and signature. It confirms that the content and language of the translation is correct.
The 3 most common stumbling blocks when submitting to the authorities
Here you can find out what the authorities often take offense at:
Incorrect translator qualification
A common pitfall: the person who did your translation is not authorized by the state. Unlike with normal translations, a simple language school or bilingual friend is not sufficient for certified versions - even if they have excellent language skills.
Table chaos and layout problems
The structure of academic documents such as certificates or transcripts is often neglected. If your grades are presented in a confusing passage of text instead of a clearly structured table, the authorities will not be able to assign the information correctly.
The technical term trap
With legal or medical documents in particular, a mistranslated technical term can ruin everything. A typical example: the translation of foreign professional or educational qualifications. The literal translation of a "Bachelor of Engineering" as "Bachelor of Engineering" may be technically correct - but is of course nonsensical.
Step-by-step: What to do if your certified translation has been rejected?
If you have already received a rejection, here are the specific steps you should take now:
Find out the exact reason
This is how you proceed:
- Contact the authority by phone or e-mail
- Make a note of the name of your contact person
- Request for a written justification of the rejection
- Question about specific requirements for an accepted translation
Have the document corrected
For formal defects:
- Provide the translator with all information
- Have the corrected version sent to you (digital and hard copy)
- Check the new version for completeness
- Submit the corrected translation to the authority
For errors in content:
- Make sure that the translator has understood all corrections
- Please request a complete new translation if necessary
- Check the new version carefully before submitting it
Have a new translation made
If the errors are serious or the original translator was not qualified, sometimes a completely new translation is the quickest way.
This is how you proceed:
- Search for a verifiably authorized translator (see ordering process below)
- Let the new translator know why the previous translation was rejected
- Transfer all necessary documents in the best quality
- Request an express service when deadlines are pressing
- Check the new translation before submission
How to avoid problems right from the start
These tips will ensure that your certified translation is accepted right from the start:
Choose a qualified translator
Check the qualification:
- In the database of regional court districts (publicly accessible)
- Via the website of the Federal Association of Interpreters and Translators (BDÜ)
- By inspecting the translator's certificate of authorization
Communicate the intended use
This is how you do it right:
- Inform the translator in writing of the exact purpose of the translation
- Name the authority to which the document is to be submitted
- Question about specific requirements for this purpose
- Clarify whether additional notarizations (e.g. apostille) are necessary
Deliver high quality originals
How to prepare your documents:
- Make sure that all pages are fully visible
- Make sure that stamps, seals and signatures are clearly recognizable
- Add clear numbering for multiple documents
Check the finished translation
Checklist for control:
- Have all pages of the original been translated? (Compare the page numbers)
- Are your name, date of birth and other personal details correct?
- Are the translator's stamp and signature clearly recognizable?
- Was the original document described correctly?
Quality features of a correct certified translation
A correct certified translation should have these characteristics:
Formal completeness
- Notarization note with exact wording
- Stamp of the authorized translator
- Handwritten signature (no digital signature)
- Date specification
Accuracy of content
- Precise translation of all relevant content
- Correct reproduction of technical terms
- Notes on untranslatable elements (e.g. coats of arms, certain stamps)
Structural clarity
- Comprehensible reproduction of the structure of the original
- Clear labeling of headings, sections, tables
- For certificates: Retention of the grade and subject structure
Professional design
- Clean layout without typos
- Uniform formatting
- High quality paper
- Visible and legible stamps and signatures
Use cases with examples
Example 1: Rejection of a birth certificate translation at the registry office
Situation: Maria wants to get married in Germany and submits her translated foreign birth certificate to the registry office. The translation is rejected.
Problem: The translator had not translated the watermark and a marginal note on the original document.
Solution: Maria contacted the translator, who produced a complete new translation with all the elements. This was accepted by the registry office.
Example 2: Rejected certificate translation at a university
Situation: Ahmed applies for a Master's degree in Germany and submits his translated certificates. The university rejects the translation.
Problem: The note translation was not correct. The translator had not explained the foreign notation system, so it was not possible to compare it with the German system.
Solution: Ahmed commissioned a translator specializing in academic documents to produce a new translation with an explanation of the grading system and a comparison with the German scale.
Order process at Beglaubigung24
With us, you are guaranteed to receive recognized certified translations. This is how the ordering process works:
Why customers trust us
Frequently asked questions
Minor formal errors can often be corrected within 1-2 working days. For errors in content or if a new translation is necessary, you should allow 3-5 working days.
No, only state-authorized translators are allowed to produce certified translations in Germany - regardless of your language skills.
Registry offices, immigration authorities and universities often have particularly high requirements. You should also be particularly careful with international documents for apostilles.
The legal recognition of digital certified translations varies depending on the authority. Many authorities now accept digital versions, while others still insist on originals in paper form. If in doubt, ask the authority beforehand.
For international recognition, you usually need an additional certification in the form of an apostille or legalization.
The costs usually correspond to those of a normal certified translation. However, some providers grant a discount if you submit the rejected translation.
What customers say about their experience with us:
"I needed a certified translation of my birth certificate for my naturalization . The first translation was rejected by the registry office. At Beglaubigung24 , I received a new translation within just 3 days, which was accepted without any problems. The customer service was extremely helpful and explained to me exactly what was missing from the first translation."
"When I had to have all my certificates translated at short notice for an application to the University of Frankfurt, Beglaubigung24 really helped me. A previous translation was rejected by the university because the grading scale was not explained correctly. Beglaubigung24 understood the problem immediately and delivered a perfect translation that was accepted without any problems."
