Document translation, notarisation and apostille for study abroad: when are they needed?

Short answer: Many documents for study abroad may require translation, notarisation or an apostille. Which step is needed depends on the country, the university and the type of document; the most reliable way is to check the official list of the university or consulate you apply to.

Many students lose time collecting documents because translation, notarisation and apostille get mixed up. This guide explains the differences and the general order.

Terms: what is what?

• Translation: converting the document into the language of the destination country or university. Some universities only accept translations by a sworn or accredited translator.
• Notarisation: a notary certifies the translator's signature or a copy of the document.
• Apostille: a special stamp confirming a document's official validity abroad. Azerbaijan is a party to the Hague Apostille Convention; in countries that are also parties, an apostille replaces additional consular legalisation.
• Consular legalisation: a longer procedure for countries that do not accept apostilles.

Which documents are usually required?

A diploma or school certificate, a transcript (grade record), a passport, in some cases a birth certificate and a language certificate. For conversions of grades see GPA and grade conversion.

General order

• 1. Check the university's requirement: confirm whether copies, translation and apostille are required.
• 2. Prepare the originals: diploma, certificate, transcript and so on. Missing documents cost extra time.
• 3. If an apostille is needed: obtain it from the official body that matches the document type; check the current rules.
• 4. Translation: by a professional or university-accepted translator; notarise if required.
• 5. Keep copies: digital scans and physical copies. The same documents may be needed again at the visa stage.

Common mistakes

• Doing the apostille and translation in an order the university has not confirmed (the order can vary by country and university).
• A different Latin spelling of your name on documents and passport.
• Starting too close to the deadline.

Frequently asked questions

Is an apostille required for every country?

No. Some universities accept only a translation or a simple copy; some countries ask for consular legalisation. Always check the official requirement.

What about recognition of a foreign diploma in Azerbaijan?

That is a separate process governed by the rules of the relevant Azerbaijani authority; check the authority's website.

Next step

Since 2018, EDDE Global has helped students choose a university and prepare documents and visa applications. Book a free consultation or take the major selection test.

Note: apostille and translation rules can differ by country and university. For official information, check the website of your university and the relevant government bodies.