Birth certificate translation: a step-by-step guide

A birth certificate translation turns up in almost every document procedure — from obtaining citizenship to school or university admission, marriage abroad or a family reunification application. It looks like a simple one-page document, but whether the receiving party accepts it or sends it back for corrections depends on getting it right.

Why a birth certificate translation needs special attention

Every detail in a birth certificate matters: the spelling of names, dates, place names and the description of stamps and signatures. A small inaccuracy — for example “Karapetian” instead of “Karapetyan” — can lead to the document being rejected by the institution it is submitted to.

In addition, most birth certificates require a notarized translation, as they are official civil-status documents.

The process step by step

This is how an order for a birth certificate translation usually goes:

1. Scanning or photographing the document: all text, stamps and watermarks must be clearly visible.
2. Quote: you send the file or use our online calculator to get an initial idea of the price and turnaround.
3. Translation: an experienced translator for the language pair does the work, keeping the structure of the document — fields, descriptions of stamps, marginal notes.
4. Check: the translation is reviewed for names, dates and the format required by the institution.
5. Notarization, if needed: the notary certifies the authenticity of the translator’s signature. For this the original must physically reach our office (in person or by courier); we go to the notary on your behalf.
6. Delivery: you receive the finished document on paper and/or electronically.

What information we need from you

For the birth certificate translation to be accurate and accepted, it helps to provide in advance:

• the Latin spelling of names, if it has already been used in a passport or visa documents;
• any specific requirements of the receiving party, for example a particular wording or combination with an apostille;
• whether an apostille is also needed.

The birth certificate and the apostille

If the document is intended for a country that is party to the Hague Convention, an apostille is often enough instead of full consular legalization. Armenia is a party to this convention, so the procedure is usually relatively simple. For civil-status documents the apostille is issued by the RA Ministry of Justice; we do not issue apostilles, but we advise on the procedure free of charge and translate the apostille text. The exact order — apostille first and then translation, or the other way round — depends on the receiving country and institution, so it is worth checking in advance.

Common mistakes to avoid

• Inconsistent spelling of names across documents: passport, diploma, marriage certificate.
• Stamps and seals left untranslated or their description omitted.
• No notarization when that is exactly what the receiving party requires.
• An old or poor-quality scan in which the text is hard to read.

Frequently asked questions

How long does a birth certificate translation take?

At the standard turnaround one working day is usually enough, as the document is short. If you need it faster, urgent service is available at +50%.

Do I need to bring the original to the office?

For a stamped translation a clear scan or photo is enough, and the whole order can be done online. For a notarized translation the original or its notarized copy must physically reach our office — in person or by courier — because the notary works only with the physical document.

Can I translate several documents in one order?

Yes. If documents for several family members are needed at the same time, for example birth and marriage certificates, they can be submitted in one order.

The easiest way is to check the quote yourself: enter the document details in the calculator and within minutes you will get an exact price and turnaround.