Study and research in Germany

Authentication of documents for admission to higher education

Official or public?

What exactly does that mean?   To be admitted to higher education, i.e. your university, you have to submit "officially" or "publicly" authenticated copies of your certificates and diplomas. These must be translated into German by a sworn (court registered) translator (not required for documents in English, French or Spanish). Please contact your chosen university to find out whether it needs an "official" or "public" authentication. Papers or documents that have not been authenticated are not accepted by most universities. Submitting such documents would jeopardise your admission.

Who's responsible? Copies can only be authenticated by German offices or authorities that are allowed to bear an official seal. Official authentications can be issued by German authorities (municipal administrations, town halls), public savings banks (Sparkassen) and church institutions (Pfarrämter, Catholic/Protestant student or university chaplaincies). Public authentications must be issued by the German Embassy, a German Consulate, or by a notary public in Germany.

Under no circumstances will translations or authentications be accepted that have been produced by private persons, health insurance companies, lawyers or attorneys, or the student council.

What requirements must the authentication fulfil?

Official/public authentications (see specimen below) must contain:

• An endorsement confirming that the copy/photocopy corresponds to the original (Beglaubigungsvermerk) (see 1). The original will often bear an embossed stamp which is not visible in the copy: the endorsement must then state that the original contains an embossed stamp.
• The signature of the endorsing person (see 2).
• The official stamp will generally include an emblem, badge or crest (see 3). A simple text stamp will not suffice.
• Under no circumstances must you personally add any missing information (for example, names, explanations of grades).

If the copy is made up of several sheets

(you must prove that each page comes from the same document):

• Multi-sheet authentication: Such proof is considered to have been provided if one sheet is endorsed (see 1) and countersigned (see 2) and if all the sheets have been arranged over each other in a fan-like manner and have been stapled so that a part of the official stamp is visible on each sheet (see top-left corner of specimen).
• Single-sheet authentication: Each sheet may also be authenticated separately. In this case, however, you must make sure that your name is entered on each sheet of the original. If this is not the case, then your name and reference to the type of document (for example, higher education entrance qualification) must be included specifically in the endorsement (see 1).
• If both sides of the copy contain information, the endorsement must specifically refer to both sides, for example by stating: "This is to certify that this copy (front and rear side) corresponds to the original". If this is not done, the front and rear side of the copy must be authenticated separately.

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