Certified translation of commercial documents

Are you registering or re-registering a business but are confused by the document requirements? We can help you overcome the language barrier and meet all the requirements.

Table of contents

What is a trade? Definition and delimitation

Basics of the definition of a trade

A trade is an independent, permanent economic activity carried out with the intention of making a profit. Traders must register their business with the competent authority (usually the trade office) and are subject to the Trade Regulation Act.

Differentiation from freelance activities

Freelance activities are legally different from commercial activities:

  • Self-employed persons: exercise scientific, artistic, literary, teaching or educational activities (e.g. doctors, lawyers, tax consultants, journalists, artists)
  • Traders: Run commercial, craft or industrial businesses

The distinction is important, as freelancers:

  • do not need a business registration
  • are not subject to trade tax
  • register with the relevant professional chamber and the tax office

 

Who has to register a business?

The requirement to register a business is derived from the Trade Regulation Act (GewO). Specifically, it is § 14 GewO that regulates the obligation for tradespeople to notify the authorities. This paragraph stipulates that anyone wishing to operate a business must notify the competent authority.

A business registration is required for:

  • Sole trader (small business, trade, retail)
  • Partnerships (GbR, OHG, KG)
  • Corporations (GmbH, UG, AG)
  • Craft businesses
  • Catering establishments 
  • Online retailers and e-commerce companies

You can find more information on GewO §14 here.

No matter what industry you are registering your business in - if you need a certified translation, we are here for you. We ensure that your documents are translated professionally and in a recognized manner.

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Which commercial documents can we translate for you?

For business registration & re-registration

Document type Description Special features
Identitycard/passport Proof of your identity when registering your business Basic requirement for every business registration
Residence permit and work permit Required for non-EU citizens Must be valid and permit gainful employment
Business registration/
Business re-registration		 Official registration with the trade office Necessary for international business activities
Trade card and master craftsman's certificate Proof of professional qualification Required for trades subject to authorization
Foreign qualification certificates Certificates and attestations from abroad Recognized by German authorities with a certified translation


Company documents & certificates

Document type Description Special features
Extracts from the commercial register Proof of entry in the commercial register Important for corporations and international business
Shareholder agreements Regulations on corporate governance and participation Requires precise translation of legal terminology
Powers of attorney Authorization to represent third parties Must be translated in a legally correct manner
Certificates of good conduct Proof of personal reliability Required for certain trades (e.g. security services)
Financial reports Annual financial statements and financial reports Important for international business partners and authorities


Special trade documents

Document type Description Special features
Concessions and permits Special permits for certain trades E.g. for the catering trade, transport industry, security industry
Industry-specific certificates Professional certificates and certifications ISO certificates, industry standards, etc.
Training and qualification certificates Training and study certificates Important for the recognition of professional qualifications
Clearance certificates
certificates		 Confirmations from authorities (e.g. tax office) Certified that there are no tax arrears
Certificates of good conduct and criminal records Proof of personal integrity Required for many trades with a special position of trust


Other business documents

Document type Description Special features
Contracts Rental, employment and cooperation agreements Legally precise translation required
Balance sheets Annual financial statements and balance sheet reports Professional translation of financial terminology
Tax certificates Tax documents for authorities For international tax matters
Proof of liability insurance Proof of sufficient insurance cover Required by law for many trades
Commercial rental agreements Contracts for commercial real estate Important for proof of registered office

Certified translations of your business documents are often required if you want to expand your business internationally. You can find more information on expanding abroad in our blog article: Entering new markets: The right documents for international success

Why is a certified translation necessary for commercial documents?

Know your requirements for business registration

Certified translations are prepared by a state-certified and authorized translator and stamped with an official stamp - a prerequisite when foreign-language documents have to be submitted.

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International requirements

Foreign documents for German authorities and German documents for foreign authorities require a certified translation in order to be officially recognized.

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Legal security

Only certified translations are legally valid and accepted by the authorities - they offer you the necessary security in the application process.

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Accuracy and precision

State-authorized translators know the specialist terminology and ensure that all important details are translated accurately.


Observe special official requirements

  • Foreign documents for German authorities: In accordance with Section 23 (1) of the Administrative Procedure Act (VwVfG), German is the official language. Foreign-language documents must therefore be submitted with a certified translation. The German translation must be provided by a publicly appointed and sworn translator in order to be legally valid.
  • German documents for foreign authorities: If you want to register your business abroad, foreign authorities usually require documents in their official language. Due to the Hague Convention, your German documents abroad often no longer require legalization - an apostille is required instead. A certified translation is usually also required.

Your certified translation in just 3 steps

1

Languages & Upload

  • Select the languages (e.g. German > English)
  • Upload your document easily and securely
  • Enter your contact details - ready in under 2 minutes!
2

Professional translation

  • Your document will be processed by a state-authorized translator
  • Careful checking and precise translation, taking into account specialist terminology
  • Official certification with stamp and signature
3

Receipt of your certified translation

  • Digital: PDF version within 3-4 working days by e-mail (express option available in 24h for selected languages)
  • Postal delivery: You will also receive the certified translation in paper form within 5-6 working days

Business re-registration & retroactive registration

What do you need for a business re-registration?

A business re-registration is required in the following cases:

  • Relocation: If the company moves to another district or city
  • Change in the object of the company: In the event of expansion or change in business activities
  • Change of name: When changing the company name
  • Change of legal form: e.g. from sole proprietorship to limited liability company

The change of registration must be made within 14 days of the change.

For the re-registration you need:

 

Retroactive business registration

Retroactive business registration can present challenges:

  • Misdemeanor proceedings with the threat of fines
  • Back payments of trade tax may be incurred
  • Problems can arise with health insurance

Checklist: Documents for your business registration/deregistration

Use our checklist to make sure you don't forget anything when registering or re-registering your business:

Basic documents - for all applications:

  • Completed business registration form
  • Identity card or passport (for foreign documents: certified translation!)
  • Tax identification number

For foreign nationals:

For special trades:

  • Industry-specific permits (with certified translation if obtained abroad)
  • Proof of professional aptitude (e.g. master craftsman's certificate, proof of qualifications)

For companies:

In the case of business re-registration additionally:

For foreign language documents:

  • All documents with certified translation
  • Apostille or legalization (depending on country of origin)

Frequently asked questions

What documents do I need to register a business?

The basic equipment for a business registration consists of:

Additional documents may be required depending on the type of business and personal situation. Foreign-language documents always require a certified translation.

How long will it take to process my translation?

The standard processing time is 3-4 working days for the digital version and 5-6 working days for postal delivery. For selected language combinations, we offer an express option with delivery of the digital version within 24 hours - ideal if the 14-day deadline for your business registration is pressing.

Which languages are offered?

We offer certified translations in 19 language combinations, including:

Will my translated documents be accepted by the trade office?

Yes, our certified translations are recognized by all German authorities, including trade offices, commercial registers and immigration authorities. The translations are carried out by state-authorized translators and bear an official stamp, which makes them legally recognized documents.

Have you noticed that you need certified translations of your business documents?

Start today with the certified translation of your business documents and expand your business across national borders.