On the original, on a copy or on the translation
An apostille can be affixed to the original document, to a notarised copy of it or to a notarised translation, and which of the three is required is decided not by Russia but by the destination country. Getting this wrong costs a second trip to the authority and a second state fee.
In Russia all three are possible: an apostille on the original document, on a notarised copy of it, and on a notarised translation. Which one you need follows from the requirement of the receiving institution in the destination country — the particular university, registry office, employer or consulate. Sometimes a double apostille is required: first on the original, then separately on a notarised translation made in Russia, and the destination country checks both stamps.
The order of steps therefore differs from country to country. In some the translation is made from an original that already bears the apostille; in others the finished translation is apostilled together with the original, bound into a single document by the notary. The general rule is to establish the requirement of the receiving institution first and only then order the translation and submit the document, not the other way round.
How it works in particular countries
| Country | What the apostille usually goes on | Is a second apostille on the translation needed | Who translates |
|---|---|---|---|
| Germany | The original document | As a rule, no | A sworn translator in Germany, working from the apostilled original |
| Italy | The original, often together with a certified translation | The receiving institution decides | A translator authorised by an Italian court or by the Italian consulate |
| Spain | The original document | As a rule, no | A sworn translator (traductor jurado) registered with the Spanish Ministry of Foreign Affairs |
| Czechia | Often a notarised copy bound together with the translation | Decided by the Czech court translator who makes the translation | A court translator (soudní tlumočník) registered with a Czech court |
| the UAE | No apostille applies: the UAE is not party to the Hague Convention | Not applicable: consular legalisation is required instead | The Arabic translation is made in the UAE by an authorised translator |
The table shows common practice, not a universal rule: a particular university, registry or bank in the destination country may set its own, stricter requirement. Before ordering a translation, confirm the rule as at the date checked directly with the receiving institution rather than relying on the general position for the country.
The UAE is a case apart: the country is not party to the Hague Convention, so instead of an apostille the document goes through full consular legalisation, and the question of ‘original or translation’ is settled at the legalisation stage rather than the apostille stage. The rest of the countries are set out in the country table.
The usual order of steps
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01
Establish what the destination country requires
Ask the university, registry office, employer or consulate what exactly they need the apostille on: the original, a copy or the translation, and whether a translation is needed at this stage at all.
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02
Have the apostille affixed to the right version
If the apostille is needed on the original, apply to the authority that issued the document. If it is needed on a notarised copy, have the copy made by a notary first and submit that.
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03
Have the translation made
Depending on the requirement, either a notarised translation in Russia, for countries that accept one, or a translation in the destination country by a sworn translator working from the apostilled original.
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04
A second apostille, if required
Where the country requires an apostille on the translation as well, the notarised translation made in Russia is apostilled separately.
Work out the route for your document
The document, the region where it was issued, the destination country. The step-by-step chain with authorities, fees and timescales appears at once.