Prepare an apostille and official translation
Keep the chain complete and preserve the seals, signatures and verification details that prove authenticity.
This page explains how to prepare the files. The authority receiving the document decides whether an apostille, legalization or official translation is required.
Apostille and translation solve different problems
An apostille authenticates the origin of a public document's signature or seal. It does not confirm that the document's contents are true. An official translation makes the document understandable in the required language and identifies the translator who is responsible for it.
Keep all connected documents
A submission may need the original document, its apostille or legalization, and the official translation. Do not upload only the translation unless the authority explicitly says to do so. Keep the pages together in a logical order that lets a reviewer follow the relationship.
Use a clear order
- Original document
- Apostille or legalization page
- Official translation and translator certification
If the translation was issued as a digitally signed PDF, avoid printing and rescanning it. Preserve the original digital file when possible.
Does the translation itself need an apostille?
There is no universal answer. It depends on where the translation will have legal effect. Colombia's Ministry of Foreign Affairs states that official translations made in Colombia for legal use in Colombia have not required apostille or legalization since 1 December 2020. A translation intended for use abroad follows a different process and may require notarized recognition of the translator's signature before apostille or legalization.
Source: Official translations, Colombian Ministry of Foreign Affairs, checked 12 September 2026.
Protect fine details
Apostilles often contain small reference numbers, embossed seals, signatures, QR codes or verification URLs. Review those areas after compression at a useful zoom level. If they have become blocky or unreadable, use a sharper setting or rescan the paper original.
Final file check
- Keep every page that belongs to the authentication chain.
- Place each translation beside the document it explains.
- Open every page upright and inspect small seals, numbers and codes.
- Preserve digitally signed originals instead of printing and rescanning them.
- Follow the receiving authority's required order when it specifies one.
Keep digital originals digital
An electronically issued document may contain a digital signature, verification code or embedded information that disappears when it is printed and scanned. Preserve the issuer's file whenever the receiving authority accepts electronic documents. Create a separate upload copy only when you need to combine files or meet a size limit.
Review one document chain at a time
Finish the original, authentication and translation sequence before starting the next document. Compare names, dates and identifiers across the pieces. A translation can be readable yet appear incomplete when separated from the page or certification it refers to.
Check the official rule
Whether a document needs an apostille, legalization or official translation depends on the issuing country, receiving authority and specific procedure. File preparation cannot decide that legal question.
Not legal advice. Confirm the document and translation requirements with the receiving authority.