Anyone who has completed vocational training abroad and wishes to use that qualification in Germany often needs a clear or officially certified translation of their training documents. This can be the case with a Professional Recognition, a job application, continuing education, or a certification exam.
Quick Answer: Whether a foreign educational certificate must be certified and translated depends on its intended use. For an official recognition process, foreign-language vocational and educational certificates are often required to be in German. The responsible authority determines which documents must be translated and what form of translation is accepted. For a standard job application, however, a clear German or English translation may be sufficient, provided the company does not specify otherwise.
Which educational certificates can be translated?
The term "training certificates" can refer to a variety of documents.
These include, for example:
- Vocational diplomas,
- Exam certificates,
- Vocational training diplomas,
- Subject and Grade Summaries,
- Training plans,
- Curricula and syllabi,
- Certificates regarding the duration and content of training,
- Internship certificates,
- Employment references,
- Proof of work experience,
- Continuing education certificates and
- Additional professional qualifications.
Which of these documents are actually required always depends on the specific procedure.
When do you need a translation of your diploma?
A translation may be needed, in particular, for:
- Recognition of a foreign professional qualification,
- Equivalency assessment based on a German reference occupation,
- Applying for a job with a German employer,
- Adaptation training following partial recognition,
- Advanced Training Exam,
- continuing professional development,
- Residence or immigration procedures and
- other governmental or professional purposes.
Before translating, you should determine who will receive the documents and what requirements that recipient actually has.
Does every foreign educational certificate need to be translated and certified?
No.
A certified or otherwise verified translation is not automatically required for every purpose.
In an official professional recognition process, translations by translators who have been officially appointed or authorized for this purpose are often required.
In contrast, different requirements may apply when applying for a job with a private employer.
Therefore, a distinction should be made between:
- Translation for a job application,
- Translation for a certification authority,
- Translation for a chamber or examining office and
- Translation for another official proceeding.
What does „certified translation“ mean?
In common parlance, the term „certified translation“ refers to a translation whose accuracy and completeness are confirmed by a translator who is duly authorized, sworn, or certified for that purpose.
The specific legal term may vary depending on the state.
What matters most to the recipient is that the translation be done by someone whose translations are accepted for the specific official purpose.
Certified Translation and Certified Copy—What's the Difference?
These two terms are often confused.
Certified or authenticated translation
The content of a foreign-language document is translated into another language. The translator then certifies the accuracy and completeness of the translation in accordance with their authority.
Certified copy
This section is not translated.
Instead, an authorized agency certifies that a copy matches the document submitted.
Depending on the procedure, a recognition authority may require both a specific type of copy and a translation.
Should I send my original transcript to the accreditation office?
Original documents should not be sent by mail unless absolutely necessary.
If a government agency requires certain documents „in the original,“ this may, for example, refer to a certified copy in the context of the relevant proceeding.
Therefore, before shipping, you should carefully check which format is actually required.
Have a vocational training certificate translated for professional recognition
When recognizing a foreign professional qualification, the qualification is compared to a German reference occupation.
To this end, the competent authority requires, in particular, evidence of the following:
- which vocational degree was earned,
- how long the training lasted,
- what training content was covered,
- which courses were completed,
- what practical components were included, and
- what other professional experience you have.
Depending on the profession, a high school diploma alone may therefore not be sufficient.
Which documents are particularly important for professional recognition?
Depending on the profession and the relevant recognition authority, the following may be particularly relevant:
- Vocational diploma or vocational certificate,
- List of Courses and Grades,
- Training Plan,
- Curriculum,
- Proof of the duration of training,
- Employment references,
- Proof of work experience,
- Continuing education certificates and
- Additional professional qualifications.
Documents detailing the content and duration of the training can be particularly important if the competent authority needs to compare the foreign qualification in detail with the corresponding German reference occupation.
Does the list of courses and grades need to be translated?
If the relevant authority requires the list of courses and grades to evaluate the training content and does not accept the document in its original language, a German translation may also be required for this purpose.
For example, the overview might show:
- which theoretical courses were completed,
- which practical training areas were included,
- what grades were earned and
- how the training program was structured.
It should therefore be provided in full when submitting the translation request.
Do the training plan and curriculum need to be translated?
Not automatically.
Training plans and curricula can be quite extensive. A complete translation should therefore only be commissioned if the responsible agency actually needs it.
Before that, the following should be clarified:
- Which pages are needed?
- Is a specific summary of the training content sufficient?
- Which language version is accepted?
- Is a certified translation required?
This helps avoid unnecessary translations of lengthy documents.
Why are employment references important for professional recognition?
In the equivalency assessment, relevant professional experience may be taken into account in addition to the original education.
Employment references and proof of work experience can therefore demonstrate which professional skills were acquired or further developed in a practical setting after completing the training program.
Supporting documentation should, if possible, include:
- Period of employment,
- Position,
- Employers,
- specific activities,
- Areas of Responsibility and
- tasks relevant to the field.
Do employment references also need to be certified translations?
That depends on the requirements of the relevant authority.
If professional experience is to be taken into account for the equivalency assessment and the employment reference is in a foreign language that is not accepted, a translation may be necessary.
Since work experience can help bridge significant gaps, you should not be too quick to omit relevant work history.
Are foreign grades converted to German grades?
As a general rule, a translation should not invent its own technical assessment.
The musical notation present in the original is faithfully reproduced.
The competent authority decides whether and how a foreign evaluation is taken into account in the recognition process.
Translation and equivalence assessment are two different processes.
Can the translator determine which German profession my degree corresponds to?
No.
A translator renders the content of the training document into the target language.
The competent recognition authority is responsible for selecting the German reference occupation and determining its equivalence.
A translation is therefore not a certificate of recognition.
Have a training certificate translated for a job application
Even without a formal recognition process, a translation can be useful when applying for a job with a German employer.
This enables the company to better understand:
- what trade you learned,
- how long the training lasted,
- what subject matter was taught, and
- which tests or results are documented.
A certified translation is not automatically required for a standard job application. The company's guidelines are what matter.
Should I use German or English for my application?
When applying for a job, the language you use should be tailored specifically to the job posting and the company.
A German translation can be particularly helpful for a German-speaking employer.
Some international companies may also accept training or degree documents in English.
Before undertaking a large-scale translation project, you should therefore determine which language the employer actually needs.
Certificate of Completion for Continuing Education and Advanced Training Examination
Anyone who wishes to complete continuing professional education or take a continuing professional education exam in Germany after completing vocational training abroad should first check the relevant admission requirements.
For various continuing education exams, the following may be required, for example:
- completed vocational training,
- relevant professional experience,
- Exam certificates,
- Employment references and
- proof of continuing education, if applicable.
Foreign educational credentials and periods of professional experience gained abroad may be taken into account in the relevant continuing education examinations.
Foreign vocational certification for master craftsman, business specialist, or other advanced training
For example, anyone aiming to take a master craftsman, business administration specialist, or other regulated continuing education exam should apply for admission as soon as possible Before starting a paid preparatory course have it checked.
The competent chamber decides, based on the applicable continuing education regulations, whether the requirements have been met.
Depending on the exam, the following may be required:
- Resume,
- foreign educational certificate,
- German translation, if applicable,
- Continuing education certificates and
- Detailed employment references or proof of employment.
Is recognition of a foreign professional degree a prerequisite for all continuing education programs?
No.
Continuing education programs have a wide range of admission requirements.
For some courses, prior professional qualifications may be sufficient without having to complete a formal recognition process first.
In the case of regulated continuing education examinations, however, the respective examination and admission requirements apply.
Therefore, you should first ask the relevant testing agency or educational institution which documents are actually required.
Translate a training certificate for an adaptation program
If a foreign professional qualification has been assessed as only partially equivalent, the identified differences in non-regulated professions may, in some cases, be compensated for through an adaptation program.
In addition to the notice of approval, the following may be particularly relevant for planning the measure:
- foreign educational certificate,
- Subject and Program Overviews,
- Employment references,
- Certificates of continuing education and
- other evidence of existing skills.
Here, too, the appropriate form of translation depends on the specific recipient.
What should you do if your training certificates are missing?
The absence of training documents does not automatically mean that an examination is not possible in every recognition procedure.
Under certain conditions, a so-called Skills Analysis are eligible.
This allows for the practical demonstration of professional skills.
This method is particularly suitable for:
- dual-track vocational training programs,
- Skilled Trades and
- certain professions requiring continuing education
intended.
The competent authority determines whether a qualification analysis is possible in a specific case.
What happens during a competency analysis?
A skills assessment is used to evaluate existing professional knowledge and skills in a practical setting.
This can be done, for example, by:
- Work sample,
- Technical discussion or
- practical work or a trial period.
A qualification analysis is not simply an alternative to having existing documents translated. It is used under certain legal conditions when the necessary supporting documentation cannot be provided or is insufficient.
Have educational certificates written in Arabic script translated
For educational certificates written in non-Latin scripts, it is particularly important to ensure that names are spelled consistently.
This applies, for example, to documents in:
- Arabic script,
- Persian script,
- Cyrillic script,
- Greek script,
- Chinese characters or
- other writing systems.
If your name is already written in Latin script in your passport or residence permit, please include this spelling in your translation request whenever possible.
Do both the front and back need to be translated?
If there is relevant content on the back, it should also be submitted in its entirety when requesting a translation.
The back covers might include, for example:
- Notation systems,
- Stamp,
- Signatures,
- Registration numbers,
- Certification notes or
- Further explanations.
Attachments and multi-page subject overviews should also be scanned in their entirety.
Does an apostille need to be translated as well?
An apostille and a translation serve different purposes.
An apostille certifies certain aspects of the authenticity of a public document in the context of international document exchange. However, it does not translate the document's content.
If the Apostille is part of the documents and the receiving authority requires a translation of the entire document, the content of the Apostille may also be relevant to the translation.
Whether an apostille is required at all should be verified separately with the recipient.
What documents should I send to StartDE?
To ensure the fastest possible review, please submit the documents in their entirety and in a clearly legible format.
The following are helpful:
- a complete scan of the training certificate,
- List of courses and grades, if available,
- all labeled backs,
- Relevant attachments,
- Source language,
- Desired target language,
- Purpose,
- any requirements of the accreditation or testing body, and
- Desired completion date.
You can submit your request directly through our website Interpreting & Translation Services at StartDE place.
What types of professional documents can StartDE translate?
StartDE can arrange for professional translations—and, if required for the specific purpose, certified translations—of various professional documents.
These include, for example:
- Training certificates,
- Vocational diplomas,
- Diplomas,
- Subject and Grade Summaries,
- Training plans,
- Employment references,
- Proof of employment,
- Internship certificates,
- Continuing education certificates and
- Additional credentials.
Express Translation of Educational Certificates
If an application for recognition, a job application, or an application for admission to a continuing education program needs to be prepared on short notice, you may want to consider expedited processing.
Depending on the document, language pair, length, and availability, a The certified translation will be completed the same day.
For multi-page training plans, extensive curricula, or multiple employment references, the estimated processing time depends largely on the actual length of the documents.
Get the translation as a PDF
Once the translation is complete, a PDF version or a scan of the finished translation can be provided initially.
This can be used, for example, for:
- digital applications for recognition,
- Online applications,
- Preliminary reviews and
- Digital Training Applications
be practical.
The relevant receiving agency will determine whether a PDF version is sufficient for the entire process.
Physical copy via DHL
If a physical copy is needed, it can also be provided upon request via DHL be shipped.
In urgent cases, express delivery may also be an option, depending on the appropriate DHL service.
The actual delivery time depends on the shipping service and the destination address.
Contact StartDE by phone
If you need to quickly determine which documents you should send for your translation request, you can contact StartDE.
You can reach us by phone 24 hours a day at +49 211 90989260 available.
Alternatively, you can submit your request through our Contact Page transmit.
Checklist Before Translating an Education Certificate
- What do I need the training certificate for?
- Is it for professional recognition, a job application, or continuing education?
- Which department will receive the document?
- Is a translation even required?
- Does the translation have to be in German?
- Is a certified or authenticated translation required?
- Who is authorized to prepare the translation?
- Does the agency also require the original or a copy?
- Is a notarized copy required?
- Is the course and grade summary required?
- Is training content or a curriculum required?
- Should employment references also be submitted?
- Are all the front and back pages complete?
- Is the correct spelling of the name known?
- Is there a deadline for submissions?
Common Mistakes in the Translation of Educational Certificates
- Confusing a certified translation with a certified copy.
- Sending original documents by mail when it's not necessary.
- Translate only the diploma, even though the course content is required.
- Submit incomplete course and grade reports.
- Forgot to include relevant employment references.
- Send only specific pages of a multi-page report.
- Convert sheet music to German notation on your own.
- Independently equate a foreign professional qualification with a German one.
- Ordering a translation from abroad without first checking whether the relevant authority will accept it.
- Have extensive curricula translated in their entirety, even though only certain parts are needed.
Step by Step: How to Have Your Vocational Training Certificate Translated Correctly
- Clarify the intended use: Recognition, application, continuing education, or another purpose?
- Check the recipient: Which department needs the documents?
- Retrieve the document list: Determine which documents and attachments are actually required.
- Check translation requirements: Determine the language and required format.
- Scan documents in their entirety: Record all pages, reverse sides, and relevant attachments.
- Please provide the spelling of the passport: This is especially true for non-Latin scripts.
- Request a translation: Indicate the purpose of the payment and, if applicable, any regulatory requirements.
- Receive a PDF or scan: If required for the digital process.
- Take the physical copy into account: If the receiving agency requests it.
- Keep the translation and the source document together: For future recognition, application, or continuing education processes.
Conclusion: Check the requirements first, then have your training certificate translated
Foreign educational credentials can play an important role in professional recognition, job applications, continuing education, and certification exams.
However, a certified translation is not automatically required for every purpose. In the case of official recognition procedures, the competent authority determines which documents must be submitted in German and in what form. Different requirements may apply for a standard job application.
It is also particularly important not to focus solely on the actual diploma. Course lists, training content, employment references, and proof of continuing education may also be relevant when evaluating a foreign professional qualification.
By first reviewing the requirements and then having only the documents that are actually needed translated, you can avoid unnecessary work and prepare for the process in a more targeted manner.
Do you need a professional or certified translation of your training certificate or other professional documents? Please submit your complete documents to StartDE via our website, along with the source language, target language, and intended use. Professional and Certified Translations at StartDE.
Frequently Asked Questions About the Translation of Foreign Educational Certificates
Does a foreign educational certificate need to be translated and certified?
Not automatically. For recognition procedures, German translations by translators who are duly appointed or authorized by the public authorities are often required. The competent authority determines which form is necessary in each specific case. Recognition Portal
Do I need a certified translation for a standard job application?
Not necessarily. Employers should be able to understand foreign qualifications; Make it in Germany therefore recommends a German or English translation. It is up to the employer to decide whether a certified translation is required. Make It in Germany
What is the difference between a certified translation and a certified copy?
In a translation, the content of the foreign-language text is rendered and certified as accurate. In the case of a certified copy, however, the copy is certified as a true copy of the original document. Recognition Portal
What training documents may be required for recognition?
In addition to the vocational certificate, this may include, for example, course and grade transcripts, documentation of the content and duration of the training, employment references, and proof of continuing education. The exact list depends on the occupation and the relevant authority.
Will my foreign grades be converted to German grades?
Not through the translation alone. The translation reproduces the existing information; the competent authority is responsible for the technical evaluation or equivalence assessment.
Do I have to send my original transcript by mail?
Not without an explicit request. The federal portal recommends against sending originals by mail; depending on the procedure, copies or officially certified copies may be required. Recognition Portal
Can a foreign professional certification be taken into account for a continuing education exam?
Yes. Under the applicable admission regulations, foreign educational credentials and periods of professional experience abroad must be taken into account. The specific admission requirements are reviewed by the responsible admissions office. IHK
What can I do if important training documents are missing?
For dual vocational training programs, master craftsman programs, and certain continuing education programs, a skills assessment may be possible under certain conditions, during which vocational skills are evaluated through practical demonstrations. Recognition Portal
