Translations filed for legalisation at Consular Affairs — what must appear in the translation and the common causes of rejection
Quick answer
Consular Affairs certifies a translation by comparing it with the source document already certified by its issuing office. The translation must reproduce all text, stamps and signatures, spell names as in the passport, and be filed together with the original. If the original has not been certified by the issuing office, the file is usually returned before the translation is even reviewed.
Key facts and the responsible authority
| What Consular Affairs checks | The accuracy of the translation against the source document, and the authenticity of the seal or signature of the competent officer on the original |
|---|---|
| The order that must not be swapped | Certified original → translation → Consular Affairs legalisation → destination embassy where required |
| Civil registration records | Birth, marriage and household records normally need a certified extract from the registrar before translation and legalisation |
| Fees and processing time | Set by the Department and subject to change; check the current schedule and service rounds on the Department’s website before filing |
Document checklist and the certification involved
Original or copy certified by the issuing office
Always filed together with the translation
A translation covering every element on the page
Including the emblem, seals, signatures and any footer text
Copy of the document holder’s passport or Thai ID card
Used to verify name spelling in the translation
A power of attorney if someone files on your behalf
The acceptable form is prescribed by the Department
Step by step
- Obtain the source document at the right level: Civil records come from the registrar; education records come from the institution or its regulator, as the destination requires.
- Prepare the translation to format: Lay it out so a reviewer can compare against the original line by line, marking where seals and signatures appear.
- File for legalisation: Submit the original with the translation through the channel the Department is operating at the time.
- Check the result before use: Check the name spelling, dates and certification number as soon as you collect it; corrections later mean refiling.
What to do
- Photograph every page you submit before handing the file over.
- If an embassy step follows, check that embassy’s service days before fixing your Consular Affairs filing date.
- For large bundles, order the documents and add an index to reduce the chance of a page going missing during review.
What to avoid
- Do not staple through, trim or laminate the original — it prevents verification of the seals.
- Do not reuse an old translation with a different original; the certification attaches only to the original filed with it.
- Inconsistent name spelling across documents is the most frequent cause of rejection — fix it at source first.
Frequently asked questions
- Must the original be submitted as well?
- Yes. The original is always filed with the translation, because certification means comparing the two.
- What is the fee?
- The fee is set by the Department and may change; check the Department’s website on the day you file.
- Can someone file on my behalf?
- Yes, with a power of attorney in the form the Department prescribes and identity documents for both parties.
- If a translation is rejected, must everything start again?
- Not always. If the issue is wording, usually only the translation is corrected and refiled; if the original is at fault you must return to the issuing office.
- How do I ask your team about the process?
- Contact us by phone, LINE or e-mail with the document type and destination country.
Official sources
- Department of Consular Affairs, Ministry of Foreign Affairs (document legalisation)
- Legalisation Division — document certification service
Checked on 2026-08-04; requirements change, so confirm with the authority before filing.
Related pages
Ask our team
The required documents and timing depend on the receiving office in each case. Contact our team to confirm the checklist before you file.