Notarial Copy vs Notarial Translation: When You Need Which

People often confuse notarial copies and notarial translations - though they’re completely different services for different situations. One is about certifying a document in its original language; the other is about translating it into a foreign language. Let’s sort out when you need which and whether one can substitute for the other.

What is a notarial copy¶

A notarial copy is a certified photocopy of an original document. A notary personally compares the copy to the original, confirms they’re identical, then signs it, stamps it, and adds a certification statement. After that, the copy has the same legal force as the original.

Why is this necessary? A plain photocopy isn’t recognized anywhere - it’s just paper with a black-and-white image. Government agencies, banks, courts, and embassies require documents with legal standing. Instead of carrying your original around (and risking loss or damage), you get a notarial copy.

A notarial copy carries the same force as the original. The notary doesn’t verify whether the information in the document is true - only that the copy matches the original exactly in content and appearance. Under Ukraine’s Law on Notarization, a notary certifies the accuracy of a copy only when you present the original document.

What is a notarial translation¶

A notarial translation is a translation of a document whose accuracy is certified by a notary. But what’s certified isn’t the copy itself - it’s the translator’s signature, confirming that the translation was done by a qualified professional with proper credentials.

Here’s how it works: a credentialed translator does the translation, then both the translator and the translation go to the notary. The notary checks the translator’s credentials and qualifications, confirms their identity, and stamps and signs the document. The translation now has legal force.

A notarial translation is needed when an institution accepts a document in a foreign language and requires official certification. For example, if an embassy demands your birth certificate in English, a plain translation won’t do - you need a notarized one.

When you need a notarial copy¶

A notarial copy is necessary in these situations:

When you can’t present the original¶

You’re submitting documents to multiple institutions at once, or you want to keep the original safe at home. Each institution gets a certified copy with the same legal force as the original.

When the law or institution requires it¶

Property registration, inheritance paperwork, and bank account opening often demand certified copies, not just regular ones. The institution’s website usually states: “copy must be notarized.” Under Ukrainian law, notaries certify the accuracy of copies issued by legal entities, provided they don’t contradict the law.

When a document goes abroad but needs to stay in the original language¶

For example, a French authority asks for a copy of your Ukrainian passport (since the original is in Ukrainian). Will the copy be in French? No. It stays in the original language. If you need the document translated - that’s a translation, not a copy.

When an original is old or damaged¶

A notarial copy is made directly from the original, so even if it’s faded or worn, the copy reproduces it exactly. This protects against losing the document altogether.

When you need a notarial translation¶

A notarial translation is required when:

An institution demands a document in a foreign language¶

Usually embassies, immigration authorities, and foreign universities. For example, submitting a German visa application means the embassy wants your diplomas in German, and they must be notarized.

You’re submitting documents to a country with a different language¶

For study, work, or business. Local authorities don’t just want any translation; they want proof a professional did it.

The documents are financial or legal¶

Banks, lawyers, and courts abroad all require certified translations. A standard translation won’t be accepted.

Documents concern education or professional qualifications¶

Diplomas, certificates, and licenses often require notarized translation. The foreign institution uses this to verify the translation is authentic.

The difference at a glance¶

Aspect	Notarial Copy	Notarial Translation
What’s certified	That the copy matches the original	That the translation is professional
Document language	Stays the same	Changes to a foreign language
When used	Original can’t be submitted	Document needs to be in a foreign language
Example	Submitting a passport copy to a bank	Submitting a passport translation to an embassy
Legal effect	Replaces the original	Guarantees translation quality
Language base	One language (original)	Two languages (original + translation)

But here’s the key: a notarial copy stays in the original language. If you need a document in a foreign language, that’s a translation, not a copy. And vice versa: a translation isn’t a copy - it’s a new version of the document in another language.

Can one replace the other?¶

No. They solve different problems.

Imagine you’re applying to study in Germany and need to submit your diplomas.

• A notarial copy of your diploma in Ukrainian - has the legal force of the original, but a German university won’t understand a word.
• A notarial translation of your diploma into German - the university understands it, but there’s still a question: is this actually your diploma, or just a random translation?

So often you need both. The standard approach: under Ukrainian law, first get a notarial copy of the original (preserving all data, seals, and language nuances), then have the translation made from that copy. This way the foreign institution gets a translation that’s guaranteed by a notary to match the original.

How to prepare documents correctly¶

Scenario 1: Copy only (document for the same region)¶

You’re submitting documents within Ukraine; authorities understand Ukrainian. You only need a notarial copy of the original.

Process: bring the original to the notary, the notary makes a copy and certifies it. Done.

Scenario 2: Translation only (for a foreign university, but the document is already in a foreign language)¶

Rare, but it happens. For example, you completed an English-language course and need the certificate translated into German for a German job. The original certificate is in English. You only need a notarial translation.

Process: translator makes the translation, then the notary certifies the translation and translator. Done.

Scenario 3: Both (for abroad with an original-language document)¶

This is the most common scenario. For example, you’re moving to France and need your mother’s documents for inheritance matters. Your mother is in Ukraine. Documents are in the original Ukrainian.

Process:

1. Your mother gets the original documents from the issuing authority.
2. She gets a notarial copy of each original from a notary.
3. The translation is made from the notarial copy into French.
4. A notary certifies the translation.
5. The translation, along with the certified copy and apostille (special stamp from the Ministry of Foreign Affairs), is submitted to France.

Sounds complicated, but the French institution gets full proof: the copy matches the original (notary verified), the translation is professional (translator is credentialed), and the apostille confirms the notary is real.

Costs in Ukraine, 2026¶

Notarial copy¶

Notarizing a copy costs 100-300 UAH per document in Ukraine. The price depends on:

• Number of pages (multi-page documents cost more)
• Document type (simple copy is cheaper than a copy with binding)
• Any additional work needed (binding the document before certification, stapling, etc.)
• Whether it’s a state or private notary (private notaries charge more)

Private notaries in major cities (Kyiv, Lviv, Odesa) often charge 150-300 UAH, while state notaries typically charge 100-150 UAH.

Notarial translation¶

A notarial translation costs much more because it’s not just certification - it’s a full professional service. Price depends on:

• Text volume (usually charged per 100 words)
• Language pair (common pairs are cheaper, rare languages more expensive)
• Turnaround time (rush service costs more)
• Document specialization (medical, legal, technical documents cost more than general text)

Typical rate: 50-150 UAH per 100 words. Minimum is usually 500-1000 UAH per translation.

Important about fees¶

Ukrainian law allows notaries to set fees by agreement with the client. So there’s no fixed official price list. However, state tariffs are regulated and fall within 100-200 UAH, while private notaries can charge 500-1000 UAH or more for complex services.

Common mistakes¶

Mistake 1: “I ordered a notarial copy, and the embassy will accept it”¶

Not if the embassy wants the document in a foreign language. A copy in Ukrainian won’t help. If the embassy requires a passport in English, you need a translation, not a copy.

Mistake 2: “A translation without a copy will be cheaper”¶

Technically yes, but a professional institution will still ask for proof that your translation matches the original. Without that, they won’t be confident. A copy plus translation is safer and often cheaper than redoing work later.

Mistake 3: “A notarial copy made in Ukraine will be valid abroad”¶

It’s only valid in countries recognizing Ukraine’s notarial certification. In most cases, especially for EU, US, and Canadian institutions, a notarial copy also needs an apostille - a special stamp from Ukraine’s Ministry of Foreign Affairs confirming the notary is real.

Mistake 4: “I’ll make a copy myself, and the notary will just certify it”¶

That’s not how it works. The copy is either made by the notary under supervision, or you bring both your homemade copy and the original, and the notary compares them carefully. Either way, the notary is responsible for the copy’s accuracy.

Mistake 5: “I’ll translate it myself, and the notary will certify it”¶

A notary certifies translations made by credentialed translators. If you translated it yourself, the notary won’t certify it. For a notarial translation, the translator must have relevant diplomas and qualifications that the notary verifies.

Real-world examples when both are needed¶

Example 1: Immigration to Canada¶

You’re moving to Canada with your family. Canada requires: - Child’s birth certificate - Medical documents (vaccination records, doctor’s note) - Father’s employment history

Process:

1. Get original documents from Ukrainian authorities.
2. Get notarial copies of each from a notary.
3. Have translations made into English from the copies.
4. Notary certifies the translations.
5. Apostille stamps are added to copies and translations.
6. All documents are submitted to Canada.

Canada gets complete proof of the entire chain.

Example 2: University admission in Poland¶

Documents are needed in Polish. You:

1. Bring your diploma, transcripts, and language proficiency certificate to a notary.
2. Get notarial copies made.
3. Have translations made into Polish from the copies.
4. Notary certifies the translations.
5. Copies and translations are submitted to the university.

The university knows: copies are authentic, translations are professional.

Bottom line¶

A notarial copy is about document authenticity. A notarial translation is about translation quality. You can’t swap one for the other because they address different needs.

Document going to a Ukrainian authority in Ukrainian? You need a copy. Document going abroad in a foreign language? You need a translation. Document going abroad in a foreign language with proof of authenticity? You need both.

FAQ¶

Can a notarial copy replace a notarial translation?¶

Not always. A copy replaces the original for document submission; a translation makes the document understandable to a foreign party. If an embassy requires English-language personal data, you need a translation, not a copy. But if they want proof the copy is genuine - that’s a different story.

Can I submit a notarial copy without a translation?¶

Yes, if the document is in a language the institution accepts. For example, you can submit a certified Ukrainian copy to a domestic Ukrainian authority. But anything going abroad needs a translation or an apostille.

Can I submit a translation without a copy of the original?¶

It depends on the institution’s requirements. Some insist on a translation made from a certified copy; others accept a translation of the original. Always check in advance. Generally, a translation from a copy is safer because the notary has already verified the copy is authentic.

How much does one notarial copy cost?¶

100-300 UAH per document. Private notaries charge more than state notaries. Many offer discounts for multiple copies.

Is a notarial copy valid abroad?¶

Only in countries recognizing notarized documents. In most cases (EU, USA, Canada), an apostille is also required - a special stamp confirming the notary is genuine. The Ukrainian Ministry of Foreign Affairs issues apostilles.

Does a notary verify that a document is genuine?¶

No. A notary only confirms that a copy matches the original and that their signature is real. They don’t verify whether the original itself is authentic. If someone brings a fictional letter and claims it’s the original, the notary won’t catch the fraud. The notary’s job is to certify copies, not guarantee the authenticity of originals.

Can one copy be used in multiple places?¶

Yes. A notarial copy has the same force as the original, so it can be submitted to multiple institutions. But each institution may ask for the original or their own copy. It’s better to get several copies made in advance.

How long does it take to make a notarial copy?¶

Usually 10-30 minutes from the time you apply. For complex documents (multi-page, bound), it may take 30-60 minutes.

How long does a notarial translation take?¶

It depends on volume. A 5-page translation might take 2-3 days; 50 pages might take a week or more. Rush service (24-48 hours) costs extra.