Notarised translation of a criminal record certificate in Almaty — same day, with the correct apostille procedure

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Notarised translation of a criminal record certificate in Almaty: into English, with an apostille and urgently

A criminal record certificate is almost never needed on its own, but together with a translation and an apostille. A person obtains the document in Kazakhstan, sends it to an embassy, the HR department of a foreign company or a migration authority — and there they only accept the copy where the translation is notarised and the signature of the official is certified by an apostille. A mistake in the sequence of steps means the document is returned and everything has to be started over.

The confusion starts with the form of the certificate: a paper one with a wet seal, an electronic one with a QR code, and a certificate issued by a foreign state are three different situations with a different procedure. Below is what exactly is required in each of them, into which language the translation is prepared, and what to check in the certificate before it goes into work.

Notarised translation of a criminal record certificate: when it is needed

A translation of a criminal record certificate is needed when the document goes outside Kazakhstan: to a consulate for a visa, to a foreign employer under a contract, to a university on admission, to a migration service for a residence permit, to guardianship authorities on adoption. Each situation has its own recipient and its own requirements for the paperwork. Some accept a criminal record certificate with an uncertified translation, while others insist specifically on a notarised translation.

An ordinary translation is done by a translator: they transfer the text of the certificate into a foreign language, but are responsible for its accuracy only by their signature. A notarised translation of a criminal record certificate differs in that a notary certifies the authenticity of the translator's signature (Art. 80 of the Law of the Republic of Kazakhstan on Notaries), and the translation is bound together with the certificate or its notarised copy. It is this form of paperwork that removes any doubts for the recipient that the text corresponds to the original.

Before ordering a translation of a criminal record certificate, it is worth checking with the recipient which language and which certification they will accept. Below is a guide to typical requirements. If the recipient has their own rules, those take precedence over general practice.

• Consulates for a visa: notarised translation, often together with an apostille.
• Foreign employer: translation into the language of the country, certification as required by the employer.
• University: translation into the language of instruction, sometimes an ordinary translation is sufficient.
• Guardianship and adoption authorities: notarised translation and legalisation of the document.
• Migration service for a residence permit: notarised translation into the language of the country of entry.

Check the requirements with the recipient: they may differ from the standard ones.

Notarised translation of a criminal record certificate into English

In English-language documents, a criminal record certificate appears under two main names: certificate of no criminal record and police clearance certificate. The first is more often required by an embassy or consulate for a visa, residence permit and adoption, the second by employers and universities. The meaning is the same: it confirms that the applicant has no criminal record. That is why the translation of a criminal record certificate into English must keep exactly the variant the receiving party expects, otherwise the document will be returned for revision.

The first name and surname in the translation are written in Latin script exactly as in a citizen of the Republic of Kazakhstan's passport, even if the spelling in the certificate itself differs. A discrepancy of even one letter is a common reason for refusal: the official checks the translation against the passport and cannot tell whether it is one person or different people. The same applies to the date of birth and the document number.

If a criminal record certificate in English is needed for a specific country or university, check their requirements in advance. Some countries and universities accept only a translation by their own sworn translator — such a specialist is accredited in that jurisdiction, and their signature carries more weight for its authorities than an ordinary one; in Kazakhstan there is no institution of sworn and accredited translators, here a notary certifies the authenticity of the translator's signature. In other cases, a notarised translation is sufficient: the translator translates the criminal record certificate into English, signs the document, and a notary certifies the authenticity of their signature.

• certificate of no criminal record — for a visa, residence permit, adoption
• police clearance certificate — for work and study
• first name and surname — in Latin script, as in a citizen of the Republic of Kazakhstan's passport
• check the requirements of the country or university before translation

Notarised translation of a criminal record certificate and a certificate of absence of a criminal record

In Kazakhstan, a certificate of the presence or absence of a criminal record is issued by the Committee for Legal Statistics and Special Records of the Prosecutor General's Office of the Republic of Kazakhstan, and it is obtained through the eGov.kz portal in electronic form or at a Public Service Centre, and depending on the method of issue the text of the document differs. In the electronic certificate the wording usually reads as 'information on the presence or absence of a criminal record', in the paper one — 'on the presence (absence) of a criminal record', and sometimes it says 'no criminal record' or 'has not been subject to criminal liability'. For a foreign authority it is important to convey the meaning of these wordings precisely: the translation of a certificate of absence of a criminal record must not turn the document into confirmation of something else.

In a notarised translation of a certificate of absence of a criminal record, the translator preserves the structure of the original: the details of the issuing authority, the number and date of the document, the applicant's surname and first name, the date of birth and the conclusion on the criminal record itself. Individual words are not replaced with synonyms 'by meaning', but matched with stable equivalents accepted in the country of destination: absence of a criminal record and absence of information on a criminal record are not the same thing. A certificate of absence of a criminal record in English is usually rendered as certificate of no criminal record or certificate of absence of criminal record, and it is better to choose the variant according to the requirements of the receiving party.

If the certificate is needed for a visa, work under a contract, study, a residence permit, guardianship or adoption, the translation of a certificate of absence of a criminal record into English is prepared taking into account the wordings the specific authority expects. Then the translation will not have to be redone because of a discrepancy in terms.

Before translation, check against the document:

• whether the surname and first name match the passport
• whether the date of birth and document number are correct
• whether there are any typos in the name of the authority that issued the certificate
• whether it is clear for which period the information is given

Criminal record certificate with an apostille and notarised translation of the certificate

A criminal record certificate with an apostille and translation is usually prepared in the following sequence: first you obtain the certificate itself through eGov.kz or a Public Service Centre, then the same Committee for Legal Statistics and Special Records of the Prosecutor General's Office of the Republic of Kazakhstan affixes the apostille to it, and only after that is the translation done. This order is because the apostille certifies the signature and seal of the authority that issued the certificate, and the translation must reproduce the already certified document.

Most often the apostille is affixed to the certificate itself, and then it is translated together with the apostille stamp — its text and details are included in the translation. Some countries additionally require an apostille on the translation: this condition depends on the requirements of the receiving party, so it is checked with the recipient in advance, before ordering the translation.

A notary certifies the authenticity of the translator's signature — after the document with the apostille stamp has been translated. The period during which the certificate is considered valid is set by the recipient, and this period is also checked in advance — sometimes it affects the order of the steps.

• Obtain a criminal record certificate through eGov.kz or a Public Service Centre.
• Affix an apostille to the certificate at the Committee for Legal Statistics of the Prosecutor General's Office of the Republic of Kazakhstan.
• Translate the certificate together with the apostille stamp.
• Certify the translator's signature before a notary.

An apostille for the translation is not always required — this is clarified with the recipient.

Urgent notarised translation of a criminal record certificate

An urgent notarised translation of a criminal record certificate can genuinely be done quickly if you already have the certificate in hand. In that case it comes down to translating the text into the required language, having the translator's signature certified by a notary and, if the country requires it, an apostille on the translation itself. The certificate is usually one page, so with the document ready and the target language clear, the job can be completed within a short timeframe.

If the certificate is not yet available, the urgency comes up against the time limit for its issue: the certificate is generated by the Committee on Legal Statistics of the Prosecutor General's Office of the Republic of Kazakhstan within the time limits set by the regulations for the public service, and no paid expedited option is provided for it. Another barrier is the apostille: it is affixed to a certificate that has already been issued and signed, so until the original is available, neither translation nor legalisation can begin. Urgent means only that the translation and certification stages are carried out in parallel, as far as the procedure allows.

An urgent apostilled criminal record certificate can be prepared only when two conditions are met: the original has been received, and it is clear which country the document is going to, in which language it will be read there, and whether legalisation is required. Check in advance what the receiving authority is called and whether it has requirements for the translation and for the apostille itself: a discrepancy in one field means the whole package has to be redone. And if the document is to be presented in several places at once, it is more economical to order additional copies straight away:

• a copy of the translation for the embassy or visa centre;
• a copy for the employer or educational institution;
• a copy for the migration or registration service;
• a personal copy in case of re-submission.

Notarised translation of an electronic criminal record certificate with a QR code

A criminal record certificate from eGov increasingly arrives in electronic form: a PDF file with a QR code that the foreign recipient can verify themselves. This form looks convenient, but for a foreign authority or consulate a single file is not enough — a document in a language it understands, certified by a notary, is required.

If the certificate was obtained electronically, the notary first certifies that its paper copy is true: the printout is checked against the electronic document and its electronic signature, and a certification inscription appears on the copy — it is drawn up in Kazakh or Russian. Only after that is the translation carried out. Both the text of the certificate and the note on the QR code verification are translated — without it, the foreign party may decide that this is just a printout.

The QR code is kept in the translation as a graphic element or described in words, so that the recipient can follow the link and verify the authenticity of the information. If the code is lost or distorted during layout, the check will not work and the document will be returned. What exactly matters and must not be lost when translating the electronic form:

• the number and date of issue of the certificate
• the holder's details: surname, name, patronymic and date of birth
• the text of the note on the QR code verification
• the QR code itself or the link for verification

Certificates issued abroad: translation into Russian and Kazakh

A foreign criminal record certificate is usually accepted in Kazakhstan only after legalisation: a translation alone is not enough for this. First, the document is legalised in the country of issue — an apostille is affixed, or consular legalisation is carried out if the country is not a party to the Hague Convention. The exception is the countries of the 1993 Minsk Convention and the 2002 Chisinau Convention: documents of their parties are accepted in Kazakhstan without an apostille or consular legalisation.

After legalisation, the certificate is translated into Russian or Kazakh, because these are the languages used by state bodies and HR departments in Kazakhstan. The translation is signed by the translator, and the notary certifies the authenticity of their signature; the notary certifies the accuracy of the translation itself only if they know the necessary languages (Article 80 of the Law of the Republic of Kazakhstan "On Notaries"). If the certificate is multi-page or contains an annex listing articles, the entire set is certified, not just the first page.

A separate difficulty is the legibility of foreign markings: non-standard stamps, abbreviations, handwritten entries, several languages in one document. Errors in the surname, date of birth or document number lead to the certificate not being accepted, and the procedure has to be started again. Therefore, before submitting, it is worth checking how the key details are set out:

• whether the surname and name match the passport, including transliteration;
• whether the document number and date of issue are accurate;
• whether the apostille covers all pages of the certificate and annexes;
• whether there are any discrepancies in the name of the authority that issued the document;
• whether the notes and stamps have been translated, and not just the main text.

How to prepare a criminal record certificate for notarised translation

Before ordering a notarised translation of a criminal record certificate, check with the recipient whether the document is still valid: every country and authority has its own rules, and a certificate issued six months ago may no longer be accepted. Ask the receiving party whether a fresh certificate is required, whether it is accepted in electronic form, and whether an apostille is needed at all — this determines the order in which the document should be prepared.

To have the certificate translated, you need the original or a notarised copy of it — the translation is bound to that document, and the translator's signature on the translation is certified by a notary. If you have the original in hand, that is enough; if you received an electronic certificate with a QR code, it is printed out first and its authenticity is checked. Prepare your citizen of the Republic of Kazakhstan passport in advance: it is from the passport that the spelling of your full name in Latin script is taken, so that the data matches your visa and contract documents.

Think separately about how many recipients the translation will have — if you are submitting it to several authorities, you will need copies of the translation certified in the same way as the original. This applies to a visa, residence permit, study, guardianship or adoption. Gathering the documents in advance is easier than coming back to this a week before submission.

• check with the receiving party that the certificate is still valid
• clarify the country's requirements for translation and apostille
• take your citizen of the Republic of Kazakhstan passport for the spelling of your full name in Latin script
• prepare the original certificate for notarial certification
• order the required number of copies of the certified translation

First find out the requirements of the receiving party: exactly where the apostille must be placed and whether a translation into the language of the country is needed or English is sufficient. The procedure depends on this, and it cannot be changed once the documents have been produced.