Guide · Certified translations
How should I prepare electronic documents and an e-Apostille for translation?
This concerns the electronic source record and its authentication. Digital delivery of the finished translation is another separate question.
Reviewed on 27 October 2026
The short answer
Keep the issuer’s original electronic file unchanged. HCCH describes an e-Apostille as an electronically issued and signed Apostille that cannot be refused solely for its electronic form. Still clarify how the underlying record must be submitted and which translation format the actual recipient requires.
Distinguish an electronic original from a scan
An electronically issued record can contain signatures, verification references or linked files. A screen photograph or newly printed PDF does not automatically preserve those features in the same form.
Keep the original file received separately from working copies. Do not edit that source; describe the requested work in your enquiry instead.
Understand the e-Apostille as authentication
HCCH explains electronic form and competent issuers. The Apostille concerns the origin of the public record; it does not translate its content or decide every further question about its use.
If a verification reference exists, retain it with the associated files. Clarify any required authenticity check with the competent issuer or recipient rather than assuming an arbitrary printout is equivalent.
Read more: HCCH: Apostilles and electronic Apostilles
Describe the source and desired translation separately
Send the complete files relevant to the assignment and the recipient’s instructions. Identify whether the Apostille text, attachments or further confirmations need translating.
A signature on the source does not automatically determine the translation’s output format. Explicitly agree printed copies, additional files or a specifically required digital format before relying on them.
Your next steps
Preserve original electronic files unchanged.
Match the record, Apostille and attachments clearly.
Clarify submission and translation format with the recipient.
Enquire with the complete files and instructions.
More questions
Is a scan of a paper Apostille an e-Apostille?
Not simply through scanning. An e-Apostille is issued and signed electronically.
Is a printout always enough?
Clarify the required submission format. Printing does not automatically preserve electronic verification features.
Does this also mean my translation is digitally signed?
No. Source authentication and the agreed translation output are separate matters.
Sources and further reading
The receiving organisation’s current instructions matter for your assignment. Send them to us with your documents.
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