Document Translation for Visa Applications: What You Need to Know

Missing or incorrectly translated documents are the number one reason visa applications are delayed or rejected — and the fix is always simple if you know what to prepare.

Which documents typically require certified translation for a visa application?

The exact requirements depend on the country you are applying to and the type of visa, but these are the most commonly requested categories:

Personal status documents

• Birth certificates
• Marriage certificates
• Civil status certificates and family record books

Financial documents

• Bank statements
• Employment letters and payslips
• Tax returns and property ownership documents

Note: some consulates accept non-certified translations for financial documents — always verify the specific requirements before ordering.

Academic documents

• Diplomas and degree certificates (for student visas)
• Academic transcripts

Other commonly required documents

• Criminal record certificates — required by many countries
• Property documents and rental agreements
• Insurance documents

Does the translation need to be official/certified?

Most embassies and consulates require certified (sworn) translations, not just any bilingual version of the text. A certified translation carries the signature and stamp of a qualified professional who takes legal responsibility for its accuracy.

Some consulates accept translations on official company letterhead rather than a fully certified translation — but this is the exception, not the rule. Always check the specific requirements of the embassy or consulate you are applying to before ordering.

Apostille and legalisation — when is it needed?

If a document was issued by a foreign public authority (for example, a birth certificate from another country), it may need to be authenticated before it can be officially translated.

• Apostille stamp: required for documents issued in countries that are signatories to the 1961 Hague Convention. The Apostille is attached to the original document and confirms its authenticity.
• Legalisation: required for documents from countries that have not signed the Hague Convention. This is a more involved process typically carried out through the Ministry of Foreign Affairs and the relevant embassy.

Learn more about the Apostille stamp and when it is required →

Common mistakes to avoid

These are the most frequent errors that cause visa applications to be held up or rejected:

• Submitting a photocopy of a certified translation instead of the certified original
• Having the translation done by a bilingual friend or family member — this is not accepted by any embassy
• Using machine translation output (never accepted for official submissions)
• Forgetting to obtain the Apostille stamp on the original document before sending it for translation

The Wordhub process for visa document translation

We make the process as straightforward as possible:

1. Send us a scan of your documents by email or through our website
2. We review them and provide a quote — usually within a few hours
3. We carry out the certified translation of all required documents
4. Collect at our Athens office (7 Stadiou St, Syntagma) or receive by courier

If you are unsure whether your documents need an Apostille before translation, our team can advise you based on your specific situation.