Certified translations for a property purchase abroad

A foreign notary, land registry or bank will not accept a document it cannot read, and it will not accept just any translation. In most deals abroad some of your papers need a translation made or certified by a sworn (certified) translator. This article explains which, who qualifies, how to find one, and the special case of documents in Russian.

Which documents usually need translating

• Passport or ID. Often only a translation of the data page, or the notary reads it. Ask which.
• Marriage certificate, and sometimes a divorce or death certificate. Marital status and the property regime of the marriage can decide whether the spouse must sign or consent.
• Birth certificate, if a child is involved or the deal is part of a family arrangement.
• Power of attorney signed abroad. See remote signing and closing. Greece and Bulgaria in the sources we read require it to be translated into the local language.
• Bank statements and proof of the source of funds, when the bank or lawyer must run anti-money-laundering checks.
• Company documents: a register extract, articles, a resolution authorising the purchase, and the passport of the representative, if a company buys.
• The contract itself, in the other direction: if the deed is in a language you do not read, ask for a translation before signing. A translation prepared for you does not usually replace the official text, check which version prevails.

Sworn, certified, official: the terms

Countries use different words. In Poland a tłumacz przysięgły is on a list kept by the Minister of Justice under the 2004 Act on the sworn translator profession. In Germany there are generally sworn, publicly appointed or authorised translators, listed in a joint database of the federal and state courts, justiz-dolmetscher.de. In Spain the Ministry of Foreign Affairs appoints sworn translators-interpreters and publishes a searchable list, see the ministry page. Other countries have their own registers or court lists; ask the local lawyer for the local term.

Where the translation must be made

This is the point that most often costs money twice. Some authorities accept a translation by a sworn translator of the country where you live, others want a translation by a translator registered in their own country, and some accept either if it is apostilled. In the sources we read, Greece and Bulgaria expect a translation into the local language by a certified or sworn translator. Before you pay for translations at home, ask the lawyer or notary abroad in writing: who may translate, into which language, and whether the translation must be physically attached to the original.

Apostille and translations

An apostille certifies the origin of a public document, such as a certificate, a notarial deed or a court document. It does not translate it. In practice you will meet three cases:

• The original is apostilled and the translation is certified by a sworn translator. Typical.
• The translator's signature or the translation is itself legalised or apostilled in the country where it was made. This is possible in some countries and not in others, so check the issuing authority.
• The translation is made in the destination country from the apostilled original. Often the safest, because the local notary knows the translator.

The Hague Conference publishes the list of countries in the Apostille Convention. Apostille the original first, then translate; the translator should translate the apostille stamp too.

Documents in Russian

Many buyers hold documents issued in Russia, Belarus, Ukraine, Kazakhstan or other countries of the former Soviet Union. Points to check:

• Russia is a party to the Apostille Convention, according to the sources we found, but other countries have their own rules on documents from certain jurisdictions. For example, Cyprus reportedly asked from March 2024 for a declaration about sanctions links when documents are apostilled for use in Cyprus. Rules in this area change, so ask the lawyer.
• Names. Use one transliteration of your name, the one in your foreign passport, in every translation. A translator may need to follow the passport, not the Russian spelling.
• A sworn translator who works from Russian into the local language is needed. In Poland, Germany and Spain the lists let you filter by language.
• Many documents carry stamps and handwritten notes. Ask the translator to translate them too, and to mark illegible parts.
• Some documents may not be accepted from some countries for sanctions or compliance reasons. Do not try to get around a refusal; ask the lawyer what the compliance team needs.

Cost and turnaround

We could not verify current prices or turnaround times, and they differ by country, language and document, so we give none. Ask for a written quote per page or per document, and for the date of delivery. Urgent orders cost more.

How to choose and brief a translator

• Check the name on the official list, not only the website.
• Send clear scans of all pages including the back and stamps. Send the apostille too.
• Provide the correct spelling of names, places and the property address.
• Ask for the translation as a certified paper copy, and a scan.
• Ask the translator to put the certification in the language the authority needs.

FAQ

Is any translation enough? Rarely. Notaries and registries usually want a sworn or certified translator.

Can the seller's agent translate? They may, but it is not independent, and the notary may not accept it. Use a sworn translator you pick.

Do I translate the whole contract? Ask your lawyer to explain the contract in a language you understand. A sworn translation protects you and is often cheaper than a mistake.

Should I translate before or after the apostille? Normally after, so that the apostille is translated too. Confirm with the receiving authority.

How long is a translation valid? Documents such as certificates and bank statements can have a date limit at the receiving authority. Ask what the limit is.

How we help

We are a trilingual platform that finds properties and coordinates independent local lawyers and tax advisers who tell you which documents need which translation. This text is informational and is not legal, tax or investment advice. Rules change, so verify the requirement with the receiving authority or a local professional.