When you submit an English-language document to a state body, a bank, a court or a consulate, an ordinary translation is no longer enough. A notarized translation becomes necessary, that is, a document on which a notary certifies that the translation corresponds exactly to the source. This article explains how this procedure works specifically in relation to English, in Georgia and in English-speaking countries.
How notarization works in Georgia
The system in force in Georgia follows the civil law tradition: a notary is a lawyer to whom the state grants the authority to certify the correctness of documents, including translations. Specifically when certifying a translation, the notary does not personally check the linguistic correctness but confirms the genuineness of the registered translator's signature and their qualification to work in the given language. That is exactly why the translation must be done by a translator who is registered with the notary specifically in the English-Georgian language pair.
Technically the process looks like this: the translator does the translation, attaches a copy of the source, binds the document together with the original or its copy, and signs in the presence of the notary. The notary checks the translator's identity and qualification, then certifies the document with their own seal and register number. Such a document is then recorded in the public register, and where necessary its genuineness can be confirmed directly with the notary.
Why this differs from the function of an American or British notary
This is an essential difference that American or British clients often do not know: in the USA the function of a notary public is far narrower than that of a Georgian notary. An American notary mainly confirms the signatory's identity and that the signature is voluntary, but has no authority to certify the correctness of a translation in the capacity of a lawyer and, in many cases, is not a lawyer at all. In Britain a notary public is a more highly qualified figure, a qualified lawyer, and specialises mainly in certifying documents for submission abroad, although their function too differs from that of a civil law notary. So if you have a document notarized in the USA or the United Kingdom that you have to submit in Georgia, this certification in itself is not enough: an apostille is needed in the country where the document was issued, and then, where necessary, translation into Georgian and certification in Georgia.
The apostille: when you need it and when you do not
Both the United Kingdom and the USA are members of the 1961 Hague Convention (the United Kingdom since 1965, the USA since 1981), which means that in both directions, from Georgia to an English-speaking country and back, an apostille is sufficient instead of full consular legalization. In Georgia the apostille is issued by the Public Service Hall, and we can arrange this procedure ourselves without your involvement. It is important to remember the sequence: first it is established whether the source itself needs the apostille or the translation, which depends on the receiving party's requirement, and sometimes both.
On the US side a particular exception is the immigration service, USCIS: according to their official guidance, a document attached to an immigration application does not need notarization at all. A signed statement by the translator is enough, confirming that they are competent in the relevant languages and that the translation is complete and accurate. This means that for a document intended for USCIS notarization is often an unnecessary expense, although many applicants, out of caution, still choose the certified version, especially when the same document must also be usable at another body (for example, on the Georgian side).
Where the apostille goes: on the source or on the translation
This detail often confuses clients and, if not planned correctly, requires additional time. Two possible sequences exist: either the apostille is attached to the source in Georgia (at the Public Service Hall), after which the whole package, the source and the apostille together, is translated into English and the translation is notarized; or, conversely, a notarized translation is drawn up first, on which a separate apostille is then placed to confirm the notary's signature. Which variant is correct depends on what exactly the receiving party requires, so we always advise you to confirm this detail in advance directly with the body or university where you will submit the document, and then let us know as well, so that we plan the process in the correct sequence.
Which documents most often need certification
- identity documents: passport, birth, marriage, divorce certificate
- educational documents: diploma, transcript, description of the study programme
- corporate documents: extract from the Register of Entrepreneurs, articles of association, minutes of a meeting
- court and bank documents: judgments, certificates, statements
The most frequent mistake: the transliteration of names
One of the most frequent reasons why a body or consulate does not accept a notarized translation is a mismatch in the transliteration of the first name and surname. If in your passport the name is written in Latin letters differently from the translation (for example, Georgian letters carried over by a different system), the body considers the document inconsistent with the source and does not accept the translation. That is why before starting a translation we always ask for a copy of the passport or ID card, so that the first name and surname are written in exactly the form already recorded in your personal documents. The same applies to geographical names and the official English names of institutions, where an established variant exists.
The particular difficulty of educational documents
The translation of a diploma and transcript requires not only linguistic but systemic precision as well: the Georgian grading system (for example, the 10-point scale) tells an English-speaking university nothing unless it is explained how it corresponds to the local system. We add an explanatory note where necessary, although the conversion of grades itself (for example, for the British system) is usually done by a separate body, not the translator. This is a separate procedure, independent of the translation, and it is important to plan both deadlines in advance if the document is being prepared for studying abroad.
Copy or original: which we need
We are often asked whether the original document has to be brought physically. In most cases a good-quality scan or a clear photo is enough, from which every detail, including the seal, is clearly readable. Physical presentation of the original becomes necessary only in rare cases, when a specific body explicitly requires it, of which we inform you in advance, so as to avoid an unnecessary visit to the office.
Deadlines and organisation of the process
For a standard personal document a notarized translation is ready in one working day. If you are short of time, we have an express service, which completes an order received during working hours in 1-2 hours. The whole process, from uploading the document to payment, is organised 100% online, and you receive the finished document electronically or by courier anywhere in Georgia. Every document is processed under a signed confidentiality agreement.
Who is authorised to do a translation for notarization
Not every good translator is automatically authorised to do a translation for notarization: they must be registered with a specific notary, with the right to work specifically in the English-Georgian language pair. This means the notary has already checked the translator's qualification and their signature is recorded in the notary's register. That is exactly why it will not work for just anyone with good English to translate the document and then have the notary "certify" it: the certification concerns not the quality of the text in general but specifically the genuineness of the registered translator's signature.
What happens if a body does not accept the translation
A client often comes to us when they already have a rejected translation from another provider. The most frequent reasons are: a mismatch between the transliteration of the name and the passport, an apostille attached incorrectly or not at all, an incomplete or poor-quality scan of the source from which the text is not unambiguously readable, or simply the wrong type of certification chosen (for example, a certified translation submitted where a notarized one was needed). In such a case we first establish exactly why the document was rejected, then correct the specific defect instead of preparing a new document from scratch, which saves you time.
Frequently asked questions
Does a document intended for USCIS need notarization?
No. Under USCIS's official requirement a signed statement by the translator on competence and the completeness of the translation is sufficient. Notarization is not needed, although if the same document will be useful to you at another body as well, ordering the certified version may still be advisable.
How long does an apostille for English take in Georgia?
The translation itself is ready in 1 working day or by express in 1-2 hours. Attaching the apostille at the Public Service Hall needs additional time, the exact deadline of which you will be told when the order is received.
Can I use a document notarized in the USA or the United Kingdom directly in Georgia?
Directly, usually not. An apostille in the issuing country will be needed and, where necessary, translation into Georgian and certification in Georgia, because the function of an American and British notary differs from the authority of a Georgian notary.
What is the difference between a notarized and a certified (agency seal) translation?
A notarized one is certified by a notary and is valid at state bodies. A certified one is confirmed by the agency's seal and the translator's signature, which is often enough for a foreign university or a private company, although it is always worth confirming the receiving party's exact requirement.
Do I have to be present at the notary?
No, the process is organised fully online. You upload the document on the site, we do the rest.
What if my document is in a foreign language, but not English?
If the source is in a third language and you finally need it in English, a direct translation without an intermediate language is possible, or, where necessary, a two-stage process. The specific case is assessed individually when the order is placed.