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Short answer: it depends entirely on who will accept the document. Ukraine has no institution of "sworn translators" – so if an EU consulate or authority asks for a sworn translation, it is usually done by a sworn translator in the destination country; a notary in Ukraine certifies only the translator's signature, not the accuracy of the translation; a "certified translation" is a translation with an agency stamp. Below is how to work out which one your case requires.
How sworn, notarized and certified actually differ
The three terms are often confused, but they mean different things. A sworn translation is produced and sealed by a sworn (court) translator whom the state has authorised to certify accuracy; Ukraine has no such institution, so for the EU a sworn translator is sought in the destination country (Poland, Czechia, Germany, etc.). A notarized translation in Ukraine means the translator signs the translation and the notary certifies the authenticity of that signature and the translator's qualification – the notary does not check or guarantee the accuracy of the translation itself. A certified translation is the simplest option: the agency translates the text and seals it with its own stamp and signature, without a notary.
When each is required: visa, university, court, civil registry
Go by what the receiving authority requires, not by the familiar name. For a visa and submissions to EU authorities you are usually asked for a sworn translation made by a sworn translator in the destination country – check the exact format on the consulate's website. To enrol at a foreign university a certified translation of the diploma and its supplement is often enough, but many universities require a sworn one; note that recognition of a diploma (nostrification) is a separate procedure, unrelated to apostille. For courts and official bodies inside Ukraine a notarized translation is usually required. For the civil registry (DRATS – birth, marriage certificates) a notarized translation is also the norm, and often with an apostille on top.
How apostille and certification work together
Both steps are often needed: first an apostille on the original, then a translation with the required type of certification. The apostille is issued by the responsible ministry: the MES for diplomas and school certificates (its own tariff and turnaround of about 5 working days, up to 20; a diploma and its supplement are two separate documents); the Ministry of Justice for notarial acts, court documents and civil-registry (DRATS) documents (state fee 670 UAH for individuals / 1160 for legal entities from 01.01.2026); the MIA for criminal-record certificates (about 51 UAH for individuals / 85 for legal entities, and only the paper extract can be apostilled, not the electronic one); the MFA for medical and most other documents. The Ministry of Justice's electronic apostille register has been live since 01.02.2026 (verify at apostille.minjust.gov.ua, decisions within 3 working days). Canada joined the Hague Convention on 11.01.2024, so an apostille works for it too. Whichever ministry your document belongs to, the filing is ours to handle, and the whole job is quoted as one figure agreed before the work starts.
| Criterion | Notarized | Sworn | Certified (agency stamp) |
|---|---|---|---|
| Who certifies | A notary certifies the translator's signature (not the text itself) | A sworn translator listed in the destination country's register – signature and personal stamp | The agency certifies the translation with its own stamp and signature |
| Legal force | Official for Ukraine and some non-EU countries | An official document in the destination country without a notary | Confirms the agency's quality; accepted where notarized or sworn is not required |
| When it is needed | For Ukraine and many government bodies | For EU countries with a sworn-translator institution (Poland, Germany, Czechia, Italy, Spain, France) | For internal/unofficial purposes, some companies and universities |
| Notary required | Yes | No | No |
Not sure which format your authority will accept – message us and we'll tell you whether you need a sworn translation, notarization, or just an agency stamp.
To put it honestly: there is no single "correct" universal format – there is the one the specific authority will accept. Before ordering a translation, confirm with the consulate, university, court or civil registry exactly what they need: sworn (usually in the destination country), notarized, or certified with an agency stamp, and whether an apostille is required. We will help you navigate this and prepare the documents correctly the first time, but always confirm the final requirements with the receiving authority. All figures and tariffs are given as of 2026.
