Preparing Your Documents for Italy in the Right Order

Preparing documents in the wrong order in an Italy application is the commonest and most time-wasting problem. In this post we explain how to prepare your documents in the right order, step by step.

Why does the order matter?

In Italy document preparation the apostille, translation and recognition steps have a certain order; muddling this order may require preparing the document from scratch. For example, if you have the document translated before apostilling it, the apostille note is not included in the translation and the document may have to be re-translated. The right order saves both time and money. So understanding the logic of the steps before starting prevents the commonest mistakes at the outset. A planned document preparation lets you comfortably reach your application calendar.

Step 1: obtain the document

The first step is to obtain the required documents current and in the right format: the official copies of the diploma and transcript, a current civil-registry/birth certificate and, if needed, the criminal-record certificate. As some documents (criminal record, civil registry) have a currency condition, they should be obtained close to the procedure. For the diploma, complete any needed official certification steps first. Obtaining the documents in the right format lets the later apostille step move smoothly. The wrong format can restart the process from the beginning.

Step 2: the apostille

Once the documents are ready, the apostille comes next. For judicial documents the commissions at the heavy-penal courthouses are authorised, for administrative documents the governor’s/district offices. Apostilling several documents at once is efficient. The apostille confirms the document’s authenticity on an international scale and comes before the translation. For the apostille process, see our apostille guide. Moving to the translation before completing this step can lead to the document being prepared again.

Step 3: the sworn translation

After the documents are apostilled, the sworn-translation step follows. The translation is done so as to cover the apostille note too. In academic documents, consistency of terminology, names and dates is especially important. Running this step with an experienced office secures both accuracy and suitability for the later certification levels. You can leave your translation with us with apostille tracking included, and for an exact price take a free quote. A correct translation ensures your documents are accepted first time.

Step 4: recognition (if needed)

For a university application a degree-recognition document is usually needed: a CIMEA report or a DoV. This step is run once the apostilled and translated documents are ready. Which recognition document is needed varies by university; confirm before applying. As the recognition process takes time, you must start it as soon as you complete the apostille and translation. For recognition, see our DoV guide.

Step 5: submission to the institution

Once all the documents are ready, you submit them to the university, consulate or relevant institution you are applying to. Some institutions want a digital copy, others a physical wet-signed copy; determine how many copies are needed in advance. Steps such as the Universitaly pre-enrolment also come into play at this stage. Submitting the documents in full and in the right format lets your application move smoothly. For the whole of the processes, see our guide library.

Time planning

All these steps together can take from a few weeks to a few months. So it is essential to work back a calendar from the application deadline. Prepare the documents with a currency condition at the right timing, neither too early nor too late. It is efficient to prepare the common documents once and use them across several applications. Starting early and with a plan is the safest way through Italy document preparation and removes last-minute stress entirely.

Draw up a document checklist

The most practical way to save document preparation from chaos is to draw up a single checklist. On this list, note which step (obtaining, apostille, translation, recognition, submission) each document is at, which application it will go to, and its deadline. Mark each step off as you complete it. This visual tracking lets you see at once where each document stands and miss no step. Especially for students applying to several universities or different procedures at once, this list is the most effective tool for saving the process from confusion, and it removes last-minute surprises.

Frequently asked questions