Asseveration and legalization services: certifying documents abroad
The asseveration and legalization of legal documents for overseas use is a supplementary service to multilingual legal translation – and it’s something that Way2Global offers all its clients as part of a comprehensive, efficient legal translation service.
Our asseveration and legalization service, which also includes consularization and apostillation where required, certifies the veracity of a translation for judicial or administrative purposes.
Legal and administrative documentation from overseas or for overseas use often requires additional steps in order to certify the validity of the translation.
Regardless of the document’s source language and country or its target language and destination, translations may require different asseveration, legalization, apostillation or consularization services depending on the country and jurisdiction at hand.
Our translation agency’s extensive experience in this sector allows us to handle any type of request and oversee the entire process for your documentation, including asseveration and legalization services — you don’t have to worry about a thing.
Asseveration is a statement made by the translator in the presence of a public official (usually the court registrar) to certify the veracity of their translation.
Asseveration results in a sworn/certified translation, which is necessary for the translated document to be valid in Italy – or any country other than its country of origin. Some classic examples include documentation for citizenship applications, marriage certificates, wills, birth and death certificates, criminal records and articles of incorporation.
Asseveration is a public act certified by the court registrar, where a sworn translator issues a declaration of the translation’s conformity to the original text.
The sworn translator, a professional figure listed in the register of experts or the register of technical consultants, or simply a professional translator who is registered with the chamber of commerce or qualified to produce sworn translations, must compile a report declaring that they have been faithful to the original text during the translation process, thus attesting to the total conformity of the two documents. By law, the declaration may only be made in the language spoken in the country where the asseveration takes place.
The result of asseveration is a bound folder containing the original document, the translation and the declaration – these must be kept together. The declaration is stamped according to the system used by the respective court, and this represents the final stage in the asseveration process.
For certified translations, it’s the translator that — in their capacity as a professional — adds a seal and signature to the translation, attaching a declaration attesting to the accuracy and faithfulness of the translated document.
Certified translations aren’t valid in all countries, and they’re often not sufficient to officially validate the veracity of a translation, because their legal weight is less than that of sworn translations.
They can still be useful, however, in that they constitute a simple, quick way to translate certifications, diplomas, degree transcripts, reports, CVs, reference letters, and professional register certificates.
Legalization services are required for documents destined for use abroad and occurs after the asseveration step (see also apostillation and consularization).
Sworn translation requires the subsequent step of legalization for a document to be considered legally valid in a different country from the one it was produced in, as in the case of visas, criminal records or convictions.
After asseveration, the translation is then legalized (i.e. made legal) at the public prosecutor’s office at court, based on the destination country, by having a seal applied to it certifying that the document has been issued by a competent authority and attests to the veracity of the translation.
In the case of legalization, the translator first produces the translation, then visits the court for the asseveration and legalization steps.
Way2Global can handle every step of the legalization process, from translation to asseveration through to legalization, so that our clients receive a translation document with full validity in the destination country.
Apostillation is a more streamlined version of legalization, permitted in countries that have signed to the Apostille Convention of 1961 (list of signatory countries).
The convention sets out a single procedure for legalization of documents destined for use abroad, whereby the authorities in the country of origin attach a special official declaration, known as an apostille, to the document.
This official seal certifies the authenticity of the document and confirms that it has been issued by a competent authority.
Apostillation must be requested from the relevant authority as specified by each country belonging to the convention. In Italy, this is the public prosecutor or the prefecture.
The public prosecutor’s office can authenticate the signatures of the notary publics, court registrars and judicial officials. The prefecture can authenticate the signatures of the civil offices, school officials and forensic examiners.
Consularization services refer to legalization of documents and translations at consulates and embassies after legalization at the public prosecutor’s office.
This double step is required when the document is destined for countries that are not part of the Apostille Convention, which enables signatory countries to simply use an apostille.
To consularize a translated document for use in a country that is not a member of the Apostille Convention, the translation must first undergo asseveration at court, followed by legalization at the public prosecutor’s office (see previous paragraphs). The document is then taken to the consulate or embassy of the relevant country so that a visa or consular stamp certifying its validity can be attached.
Translation validation services in European Union countries
There are no special requirements within the European Union. If the original and destination countries are both member states, no procedures, certifications or seals of authenticity are required. The bureaucratic process was simplified and streamlined by Regulation EU 2016/1191 of 2019, which aims to incentivize free circulation of documents among EU member states.
In some cases translation itself is not even required, with pre-prepared multilingual forms available instead.
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How long do asseveration and legalization services take and how much do they cost?
Asseveration and legalization services result in additional costs and take more time than standard legal translation.
·Translation with asseveration usually takes an extra morning. On top of the service fee, the cost derives from the fact that a €16 stamp must be applied to the translation every 100 lines, from the first page of the translation onwards.
·Legalization – or translation with apostille – usually requires three working days from the date we receive the documents.
·Consularization services are subject to timing and costs that vary based on the procedure in place at each individual consulate. Each one has different rules, business hours and prices.