Friday, 01.05.2026 г. / Published in Language Services

Translation and Legalization Process – Step by Step

In today’s fast-paced world, more and more people study, work, or relocate abroad for good. Others travel for medical treatment, get married outside the country, or handle business matters across borders. In all these situations there’s one common thread: you need documents that foreign institutions will recognize and understand.

A document issued in Bulgaria on its own isn’t enough to have the same legal value in another country as it has here. To be accepted, it must first be translated by an authorized translator and, in most cases, legalized with an apostille or consular legalization.

In this article, we’ll walk you through the entire process step by step. We’ll explain what translation and legalization include, when they’re required, and how to avoid common mistakes. In short: you’ll get a concise, clear guide that helps you save a lot of time and worries.

What does “translation and legalization” mean?

When an institution in another country needs to accept your document (a diploma, birth certificate, power of attorney, medical report/discharge summary, etc.), it can’t rely solely on the language of the text or the form it’s printed on. The document must be both understandable and authenticated. That’s why the process has two parts: translation and legalization. They often go together, but they are different services.

Translation: official and certified, not an informal “free” translation. An official translation is prepared by an authorized translator or a translation agency. The translation is accompanied by a signature, stamp, and a statement of accuracy, so the receiving party knows the content has been rendered exactly as in the original without omissions or alternative interpretations.

What does it include:

A full translation of the text (including stamps, signatures, notes, and annotations).
Details of the translator/agency (name, stamp, statement of accuracy).
The date of the translation; if needed – a reference number or request ID.

Why is it important: Institutions rely on traceability and accountability. An official translation clearly shows who is responsible for its accuracy. That’s why “informal” or machine translations are never accepted.

Quick example: You are applying to a university in Spain. Your diploma and academic transcript must be translated into Spanish (or another language specified by the university) by an authorized translator and certified with a stamp and signature. Only then will the admissions office accept them without delays.

Legalization: proof that the original is authentic. Legalization doesn’t verify the translation; it verifies the authenticity of the original document that it was issued by a competent authority and that the signatures and stamps on it are genuine. There are two main routes, depending on the country where the document will be submitted. We’ll look at them in more detail in section 4.3.

When does legalization happen in relation to translation? In most cases, the original document is legalized first (for example, with an apostille). Then the official translation is done on that already legalized document. This way, the translation also covers the apostille or other certifications, which is crucial for the document to be accepted abroad.

Quick example: You’re planning to get married in Italy. The Italian authorities require a birth certificate with an apostille. First, you obtain the apostille on your Bulgarian birth certificate. Then you order an official translation into Italian, which also includes the translation of the apostille itself.

When is translation and legalization required?

Translation and legalization are necessary whenever a document needs to be officially recognized by an institution abroad. This is not a redundant formality, but a requirement for the document to carry the same legal weight as in the country where it was issued. Here are some common situations:

Education abroad – applying to a university, diploma recognition, academic transcripts, certificates.
Employment and visa procedures – qualification documents, criminal record certificates, birth certificates when applying for a visa or work permit.
Marriage abroad – birth certificates, certificates of marital status, or proof of previous marriage/divorce.
Medical purposes – hospital discharge reports, test results, recommendations for treatment abroad.
Court cases and business matters – court decisions, powers of attorney, contracts, company registration certificates.

If documents are not properly translated and legalized, foreign institutions can reject them. This may cause delays in procedures, denial of applications, or even missing important deadlines. That’s why it’s always wise to check the receiving country’s requirements in advance and plan the necessary steps accordingly.

The main steps in the process

At first glance, translation and legalization may seem complicated, but once broken down into stages, the process becomes clear and manageable. Here’s how it works step by step:

1. Checking the requirements of the receiving institution

Every case is different. A university, employer, or hospital abroad may have different rules. Some require only an official translation, others demand an apostille, and some insist on consular legalization or even notarization of the translation itself.

That’s why the first step is always to check the exact requirements, to avoid unnecessary costs and delays.

2. Preparing the original document

Before legalization and translation, you must make sure the original document is in order. If it is old, damaged, or incomplete, you may need to request a new certificate or duplicate. In some cases, a prior notarization is also required.

This guarantees that you present a valid and up-to-date document.

3. Legalizing the document (apostille/consular legalization)

This step verifies the authenticity of the original document itself. There are two options:

Apostille – a special stamp/certificate confirming that the document was issued by a recognized authority in the country of origin. It is used if the country where you will present the document is part of the Hague Convention. The receiving country accepts the apostille without further certification.
Consular legalization – if the country is not part of the Convention, the document must be certified by Bulgarian institutions (Ministry of Foreign Affairs, ministries, courts) and then at the embassy/consulate of the destination country.

Without this step, the document may be rejected, even if it has a valid translation.

4. Choosing a translation agency / sworn translator

For the translation to be recognized, it must be done by an authorized agency or sworn translator. What to check:

Whether the agency is registered with the Ministry of Foreign Affairs.
Their experience with documents like yours (educational, medical, legal, etc.).
Their confidentiality and data protection policy.
Genuine client reviews.

Don’t choose based only on price; quality and legal validity matter more.

5. Performing the official translation

Once the original is prepared and legalized, the official translation can be done. It should include:

A complete and accurate translation of the content (including stamps and apostilles).
The signature and stamp of an authorized translator or agency.
A statement of accuracy.

This ensures the document can be presented abroad as officially recognized.

6. Additional certification of the translation (if required)

Some institutions also require notarization of the translator’s signature. This is not a universal requirement, but it’s important to check in advance.

This step adds extra assurance and weight to the document.

Common mistakes

When dealing with document translation and legalization for the first time, it’s easy to make missteps. Here are some of the most frequent ones:

Starting with translation before legalization. If the original hasn’t yet been legalized (with an apostille or consular legalization), the translation has no value. In most cases, legalization comes first, and then the entire document is translated, including stamps and certifications.
Using an unauthorized translator or “a friend who knows the language.” Foreign institutions do not accept amateur or machine translations. They require an official translation prepared by an authorized translator or agency, complete with stamp and statement of accuracy.
Assuming one translation works everywhere. A translation prepared for one authority or country may not be accepted in another. Different institutions have their own rules; sometimes they require notarization, other times an apostille, and in some cases, translation only into their official language.
Underestimating the timelines. Legalization can sometimes take just a few days, but in other cases it may take weeks. If your documents are needed urgently, delays due to legalization or additional certification can disrupt the entire process.

Practical tips from experience

To save yourself unnecessary stress and wasted time, follow these practical tips:

Always ask the receiving institution for written confirmation of what exactly they require. This way, you won’t rely on assumptions or verbal information.
Build a time buffer for legalization. Even if you’re told it will be quick, always allow extra days.
Work with an agency that offers both legalization and translation. This saves you from running between institutions and reduces the risk of mistakes in the sequence of steps.
Check whether the country you’re preparing documents for accepts an apostille or requires consular legalization. This distinction is crucial as it can save or add weeks to the entire procedure.

Summary table – translation and legalization at a glance

For better clarity, here’s a concise overview of the main services, what they involve, and when they’re required:

Service	What it involves	Who performs it	When it is required
Official translation	Translation with signature, stamp, and statement of accuracy by an authorized translator/agency	Translation agency registered with the Ministry of Foreign Affairs, or a sworn translator	Almost always, when submitting documents to foreign institutions
Notarization of the translation	A notary certifies the translator’s signature (not the content of the text)	Notary public	When the receiving institution requires it as an additional safeguard
Legalization – Apostille	A special stamp confirming the authenticity of the original document	Competent authority (court, Ministry of Foreign Affairs, relevant ministry)	When using documents in countries that are part of the Hague Convention
Consular legalization	Certification of the original by Bulgarian institutions and the consulate/embassy of the foreign country	Ministry of Foreign Affairs, other institutions + consulate/embassy	When using documents in countries outside the Hague Convention

Document translation and legalization may seem like a complex and confusing procedure, especially if you’re facing it for the first time. In reality, the process is straightforward once you know the steps: first, check the requirements, then prepare and legalize the original document, proceed with the official translation, and, if needed – add an extra certification.

The key is not to underestimate these requirements. An unprepared or improperly certified document can cause serious delays, rejections, or even the failure of important plans. On the other hand, a properly translated and legalized document gives you peace of mind, knowing it will be recognized anywhere.

Do you need translation and legalization?

Our team is here to guide you through the entire process quickly, clearly, and stress-free. With us, you get:

Translation by certified professionals;
Legalization and apostille without running between institutions;
Clear timelines and transparent pricing;
Security and confidentiality;