Transcript & Certification
Preparing and certifying your academic documents is one of the most important—and often most confusing—parts of applying to German universities. This guide explains how to handle transcripts, diplomas, notarization, certified copies, translations, and APS-related documentation. It also covers common mistakes that lead to delays or rejection.
What German Universities Expect
German universities require your documents to be:
• complete (nothing missing)
• official (issued by your institution)
• certified (properly stamped/verified)
• translated (if not in English or German)
• digitally clear (scans must be readable)
Applications are often rejected simply because students upload unclear or uncertified documents.
Transcripts: What Must Be Included
Your transcript should clearly show:
• course names
• credits / hours
• grades
• grading scale (very important)
• official stamp + signature
• issue date
If your transcript does not include a grading scale, upload it separately or request it from your university.
In-progress transcripts (for Master applicants)
If you have not graduated yet, submit:
• the most recent transcript
• proof of enrollment
• expected graduation date
Most universities accept applications before final graduation.
Diplomas & Graduation Certificates
You may need to upload:
• Bachelor diploma (for Master applicants)
• high school diploma (for Bachelor applicants)
• degree confirmation letter (if diploma is not issued yet)
Tip:
If your diploma will be issued after the deadline, upload an official statement confirming your graduation status.
Certified Copies (Beglaubigte Kopien)
Germany often requires certified copies of your documents.
A certified copy is a photocopy stamped by an official authority confirming it matches the original.
Accepted authorities include:
• your university administration
• local government offices (Bürgeramt)
• German embassy or consulate
• sworn translators (in some cases)
Not accepted:
• self-made stamps
• certificates from unofficial agencies
• uncertified color scans
Most universities accept digital certified copies for the online application and ask for paper originals only after admission.
Translations (Very Important)
If your documents are not in German or English, you must submit certified translations.
Translations must be done by:
• sworn translators
• official translation offices
Avoid:
• machine translation
• self-translation
• unverified translation companies
You must upload:
• the original document
• the certified translation
𝘉𝘰𝘵𝘩 documents are required together.
Notarization vs. Certification
Many students confuse these terms:
Certification (“Beglaubigung”)
Verifies the copy matches the original.
Used for transcripts, diplomas, certificates.
Notarization (“Notarielle Beglaubigung”)
A more formal type of certification handled by a notary.
Needed only if the university explicitly requests it.
Most applications only require certification, not notarization.
APS-Related Documentation Requirements
For applicants from countries requiring APS (e.g., China, Vietnam, India):
• your APS certificate must be uploaded
• APS may need original documents during the evaluation
• APS translations must follow APS rules, not just university rules
Important difference:
APS scans and uploads are separate from Uni-Assist uploads—you must satisfy both systems.
File Formatting for Online Submission
Universities and Uni-Assist often reject documents for technical reasons.
Follow these rules:
• upload PDF only (no JPG unless allowed)
• file names should be clear (e.g., “Bachelor_Transcript.pdf”)
• avoid multi-layered or password-protected PDFs
• keep file size reasonable (1–3 MB each)
• ensure each page is upright and readable
Common Mistakes to Avoid
These mistakes cause the most rejections:
• uploading translations without the original document
• incomplete transcripts (missing stamps or signatures)
• inconsistent names between documents and passport
• unclear or blurry scans
• uploading photos taken with a phone instead of scans
• not including grading scales
• using unofficial translations
• submitting expired or outdated documents
If anything looks informal or unverified, German admissions will question it.
Summary
To prepare your transcripts and certificates correctly for German university applications:
• obtain official transcripts with stamps and grading scales
• certify copies through accepted authorities
• provide sworn translations
• follow digital upload rules
• include APS documentation if required
• avoid any unofficial or low-quality documents
Proper documentation ensures smooth processing with both Uni-Assist and direct applications, helping you avoid unnecessary delays or rejections.