Diploma & Degree Translation Services

A diploma translation is only useful when the receiving institution accepts it, and acceptance depends almost entirely on the type of certification attached to it. This page explains the difference between a certified translation and a notarized translation, when each one is required, and how to prepare a complete set: diploma, diploma supplement and academic transcripts.

What is diploma and degree certificate translation?

Diploma and degree certificate translation is the conversion of your educational documents into the language required by a university, employer or government body, together with a formal statement that the translation is complete and accurate. The set usually covers three documents: the diploma itself, the diploma supplement and the academic transcripts listing subjects, hours and grades.

A high school diploma, a Bachelor’s diploma, Master’s degrees and Doctoral degrees all follow the same principle, but the receiving party decides the format. That is why the first step is always to clarify the requirements of the institution, not to order the cheapest option.

Certified vs notarized translation: what is the difference?

The two terms are often confused, and choosing the wrong one is the most common reason a translation gets rejected.

	Certified translation	Notarized translation
Who confirms accuracy	The translation bureau or translator signs a certification of accuracy	A notary certifies the translator’s signature
What it proves	The translation faithfully matches the original	The identity of the translator and the fact of their signature
Typical use	USCIS, many US employers and universities	European universities, consulates, Schengen visa files
Extra step	None	Notary visit after the translation is done

A certified translation carries a signed statement from the bureau confirming that the translation is a true and complete rendering of the original. A notarized translation adds a notarial certificate: the notary does not check the quality of the translation, they confirm the translator’s signature. If an institution asks for a “sworn” or “official” translation, clarify in writing which of the two formats they mean.

When is diploma translation required?

You need a translated diploma in far more situations than university admission alone:

• University admission abroad, including undergraduate, Master’s and doctoral programs
• Recognition of qualifications (nostrification or recognition procedures in the destination country)
• Immigration filings, where authorities may require foreign-language documents to be accompanied by an English translation
• Visa applications, including Schengen visa files where educational documents may support the purpose of travel
• Employment with international companies, licensing bodies and professional associations

The rule of thumb: if any part of your application is in a language other than the one the institution works in, the document needs a translation with the certification format that institution specifies.

Certified translation for USCIS and immigration

USCIS generally expects foreign-language documents submitted with an immigration petition to be accompanied by a full English translation and a certification from the translator stating that they are competent to translate and that the translation is accurate and complete. A certification of accuracy from the bureau satisfies this requirement; notarization is generally not demanded for the translation itself.

For immigration purposes the translation must be complete: every stamp, seal, signature notation and marginal note on the diploma and transcripts must be rendered or marked as illegible. Partial translations are a frequent cause of requests for evidence.

Notarized translation for universities and Schengen files

European universities and consulates more often ask for a notarized translation. For Schengen visa applications, educational documents are typically part of the supporting file when the purpose of travel is study, and the consulate specifies the accepted format in its checklist. For university admission, the admissions office usually states in its requirements whether it wants a bureau certification, a notarized translation, or an apostille on the original document.

Because requirements differ even between universities in the same country, always request written confirmation from the admissions office before ordering. Ordering notarization “just in case” costs little extra; redoing a rejected file costs weeks.

Apostille of educational documents

An apostille is not a translation and does not replace one. According to the US government portal usa.gov (checked 2026-09-12), an apostille or authentication certifies the signatures, stamps or seals on documents, including diplomas, court orders, contracts and vital records. In other words, the apostille confirms the authenticity of the document itself, while the translation makes its content readable abroad.

For educational documents the typical sequence is:

1. Obtain the apostille on the original diploma (or a notarized copy, where the destination country allows it)
2. Translate the diploma together with the apostille stamp
3. Attach the certification of accuracy or notarization to the translation

Some countries that are not party to the apostille convention require consular legalization instead, a longer multi-step chain of certifications. Check which regime applies to your destination country before you start; the consular pages of the Ukrainian Ministry of Foreign Affairs (mfa.gov.ua) and the destination country’s embassy publish the current rules.

Diploma supplement and academic transcripts

Universities almost never accept a diploma on its own. The diploma supplement and academic transcripts are what admissions officers actually read: they show the curriculum, the volume of study and the grades. A frequent scenario looks like this:

Situation: an applicant ordered and submitted a translated diploma, but the university returned the file asking for the supplement and transcripts as well.

Steps: the applicant ordered the supplement and transcripts as a follow-up, but by then the translation of the diploma had already been notarized with a specific name spelling, and the new pages had to match it exactly. The full set was re-checked for consistency, re-certified and resubmitted.

Result: the application was accepted, but the applicant lost roughly two weeks that a single combined order would have saved.

The lesson: order the diploma, supplement and transcripts as one package. This keeps terminology, name transliteration and formatting consistent across every page, and the receiving institution gets a complete file the first time.

Translation of subjects and grading systems

Academic transcripts are the hardest part of the set, because they mix administrative data with discipline-specific terminology. A proper translation handles:

• Grading scales: a 5-point scale is translated as the marks appear, without converting them into another country’s letter grades; conversions are the receiving university’s job
• ECTS credits: credit values and the ECTS label are kept as in the original
• Discipline names: course titles are translated using accepted academic terminology in the target language, not word for word
• Untranslatable items: national-specific courses, military departments or practicum entries are translated descriptively, and any ambiguous stamp is flagged in a translator’s note

If your transcript contains marks or course titles that are hard to read in the original, mention it when ordering. It is much easier to resolve a question at the draft stage than after notarization.

Transliteration of names: the detail that breaks files

Your name must be spelled the same way in every document of your application. The safest source is the machine-readable zone of your international passport: if your diploma translation says “Oleksandr” and your passport says “Olexandr”, an admissions office or consulate may treat them as different people.

Before ordering, compare the Latin spelling in your passport with any existing English-language documents (previous translations, language certificates, foreign registrations). If there is a mismatch, decide on one canonical spelling and use it everywhere, and be ready to explain the discrepancy if the receiving institution asks.

Languages for academic document translation

JR Language provides diploma and degree translation services for study and immigration purposes: English, German, French, Spanish, Italian, Polish and others. English dominates for USCIS filings and most international university applications; German, French, Italian and Spanish are typical for continental European admissions; Polish is common for applicants to Polish universities.

For less common languages, availability and deadlines should be confirmed individually, since certified translators for rare language pairs are fewer and the notarization step may take longer.

Quality guarantee and certification standards

Translation quality for academic documents is not a matter of taste. , which defines translator qualifications, the mandatory revision step (a second linguist reviews every translation) and documentation of the workflow. For diplomas this means:

• Translation by a qualified linguist in the relevant language pair
• A separate revision pass before certification
• Consistent terminology across the diploma, supplement and transcripts
• A certification of accuracy on every page or on the set, as required

If an institution rejects a translation over formatting or a missed stamp, the file is corrected: the guarantee covers the accuracy and completeness of the translation against the original.

Deadlines: planning for the admission campaign

The realistic timeline for a full set depends on three things: the language pair, whether notarization is needed and whether an apostille must be obtained first. A standard diploma plus supplement is normally completed within a few business days; rush processing is possible when a deadline is close. The apostille is the wildcard: it is issued by a state authority, its processing time is outside the bureau’s control, and it should be started as early as possible.

Practical planning for the nearest intake:

• 8+ weeks before the deadline: request the institution’s document checklist in writing, start the apostille if required
• 4 weeks before: order the full translation set (diploma, supplement, transcripts) with the agreed certification format
• 2 weeks before: review the draft, confirm name spelling, receive the certified or notarized copies
• 1 week before: submit, keeping scans of everything

How much does diploma translation cost?

The price is determined by four factors: the language pair, the number of pages (a diploma alone versus a diploma with supplement and transcripts), the type of certification (certification of accuracy is cheaper than notarization) and the deadline (rush orders carry a surcharge). Because a set typically runs three to six pages, the certification and notarization fees form a noticeable share of the total, which is another reason to order the complete package at once rather than page by page. Exact pricing is confirmed when you submit scans of your documents.

Ordering online

The process works without a visit to the office:

1. Send clear scans or photos of the diploma, supplement and transcripts
2. Specify the destination institution and the certification format it requires
3. Receive a draft and check names, dates and grades
4. Approve the final version; certification or notarization is applied
5. Get the digital copy immediately and the hard copy by delivery or pickup

For questions about a specific country’s requirements, the consular section of the destination country’s embassy and the Ukrainian Ministry of Foreign Affairs consular pages (mfa.gov.ua) publish the current rules on apostille and legalization.

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