Guide · Certified translations
How are names written in certified translations?
Does a name in a passport differ from a certificate or an earlier translation? Collect the versions and flag the difference before work begins.
Reviewed on 27 October 2026
The short answer
Names are not simply standardised on request. Depending on the procedure, prescribed transliteration, source entries and passport spelling can play different roles. Give the translator the relevant evidence and recipient’s instructions; do not change the source documents yourself.
Why might several spellings exist?
A name in another script may be transferred into Latin characters using defined rules. Transliteration is different from choosing a spelling by sound. Earlier records, name changes and differences between official entries can also explain discrepancies.
Berlin’s marriage-registration information illustrates specific requirements by naming transliteration rules for certain source scripts. Ask the responsible office whether and how such rules apply to your procedure. Passport spelling does not automatically override a prescribed transliteration.
Read more: Service Berlin: registering a marriage involving foreign documents
Which details help the translator?
Have the relevant passport page and existing name records ready where needed for the assignment. For several people, prepare a simple list linking each person, document and spelling used. Identify earlier and current names as different entries.
Describe discrepancies rather than deleting a version you assume is incorrect. Mention any document supporting a name change. Whether that record also needs translating depends on the required document set.
Raise questions before the final version is issued
Flag a spelling already used in a recipient portal or case record early. It is easier to clarify before signing and dispatch than to deal with a later change request. Agree the process beforehand if particular coordination is needed.
A translation does not change your official name or correct the original certificate. An incorrect source entry may need attention from the issuing authority. Discuss questions about its translation with the responsible translator instead.
Your next steps
Match existing spellings to the right people and records.
Have relevant passport details and name evidence ready.
Pass on any prescribed transliteration instructions.
Clarify differences early and do not alter certified documents yourself.
More questions
Can I freely choose a simpler spelling?
Not arbitrarily. The source and applicable instructions matter; a preference alone is not sufficient.
Is a difference from the passport always a translation error?
No. Different transfer rules can produce different forms. Have the particular case assessed.
Can translation correct my original certificate?
No. Correcting the source is a separate matter for the responsible issuing body.
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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