How a translator binds the translation to the document, and why it matters

July 10, 20263 min read

A notarised translation is always a single physical object: the pages of the translation fastened to the source document, stitched with thread, numbered, with a paper seal-sticker and the notary's stamp on the back. What the translation is bound to determines its legal weight, its price, and whether you keep the original in hand.

Option 1: the translation is bound to the original

The translation pages are stitched to the document itself. This is done when it is no loss to "tie up" the original with stitching and stamps: a police record, an employer's letter, an account statement, a medical certificate — documents needed for one specific submission and not required later. This is the strongest option: the link between translation and source is inseparable, and the receiving side has no questions.

Option 2: the translation is bound to a notarised copy

First the notary certifies the copy against the original, then the translation is bound to that copy. This is how passports, diplomas, and civil-registry certificates are handled — documents you need in the original afterwards. The receiving side gets both the certified copy of the source and the translation. The downside — that is two notarial acts instead of one, i.e. more expensive.

Option 3: the translation is bound to a plain copy

The weakest option: the notary certifies only the authenticity of the translator's signature, not that the attached photocopy matches the original. Some state authorities do not accept such a translation. Use it only if the receiving side has said directly that this is sufficient.

When you collect the finished translation, check: the pages are stitched and sealed with a sticker, the sticker states the number of pages, the notary's stamp and signature are present, the registry number is entered. Nothing may be unbound — if you take the document apart to "scan it more conveniently", the translation loses its force and has to be certified again. And ask the receiving organisation in advance what to bind to: the original, a notarised copy, or a plain copy.