Getting Authorized Translations in Cluj-Napoca: A Practical Guide for Expats

Moving to Cluj-Napoca or already here dealing with Romanian bureaucracy? You'll probably need a traducere autorizată (authorized translation) at some point—whether it's for university enrollment, a work permit, buying property, or getting your driver's license recognized.

Here's what you actually need to know: where to go in Cluj, what it costs, how long it takes, and how to avoid the mistakes that waste everyone's time.

What Is an "Authorized Translation" in Romania?

In Romania, not just anyone can translate your documents for official purposes. You need a translator who's been authorized by the Ministry of Justice (Ministerul Justiției). Their stamp and signature make your translation legally valid.

You'll typically need authorized translations for:

Education & work

• University diplomas and transcripts
• Enrollment letters from foreign universities
• Employment contracts and CVs
• Professional certifications

Civil & legal documents

• Birth certificates, marriage certificates
• Divorce decrees
• Powers of attorney (împuternicire)
• Court decisions

Immigration & residence

• Visa applications
• Residence permit renewals (permis de ședere)
• Documents for Romanian citizenship

Medical & business

• Medical records and test results
• Company incorporation documents (acte constitutive)
• Tax statements

Sometimes you need just the authorized translation. Other times, especially for court submissions or documents going abroad, you'll also need notarization (legalizare notarială). Always check with the institution that's asking for the documents.

Where to Get Translations in Cluj-Napoca

You've got three main options in Cluj:

1. Professional Translation Offices (Best for Most People)

If you're on a deadline or just want this handled properly the first time, go with an established office. They'll:

• Check if your scan quality is good enough
• Handle formatting exactly how Romanian institutions expect it
• Coordinate notarization if you need it
• Give you realistic timelines

Why this matters: Romanian institutions can be picky about formatting. A professional office knows what Universitatea Babeș-Bolyai wants versus what the Immigration Office (IGI Cluj) wants versus what a notary public needs.

2. Freelance Authorized Translators

You might find a good freelancer through word-of-mouth or online. Just know:

• Their schedule might be full (Cluj has a lot of expats)
• You'll probably need to arrange notarization yourself
• Response times vary

If you have a trusted recommendation and aren't in a rush, this can work fine.

3. Online Translation Platforms

Be careful here. Some websites claim to offer "instant authorized translations," but:

• The translation might not actually be authorized for Romanian institutions
• Formatting often doesn't match what's required
• Physical stamps and signatures matter—PDFs alone won't cut it for most uses

If you're submitting to the Romanian Drivers License Service (RAR), CNAIR, universities, immigration, or courts, stick with a verified local provider.

How Much Does It Cost in Cluj?

There's no universal price list because costs depend on several factors:

Language combination                                                                                                                                                                            English ↔ Romanian is usually the cheapest because it's the most common pair in Cluj. Need Hungarian, French, German, or Spanish? Still relatively affordable. Rare languages cost more.

Document complexity                                                                                                                                                                                          A simple birth certificate with standard fields? Quick and straightforward. A medical discharge summary with handwritten doctor's notes? That takes more time and expertise.

Length and formatting                                                                                                                                                                                Some translators charge per page (usually defined as ~250 words), others per word for longer texts. Documents with complex tables, multiple stamps, or special layouts cost more.

Urgency                                                                                                                                                                                                                Need it tomorrow? That's usually possible but costs extra. Same-day service exists for simple documents if you get them in early.

Notarization                                                                                                                                                                                                              If you need the notary's stamp too, that's an additional fee (usually per document).

Typical pricing models you'll see:

• Fixed price per standard document (birth certificate, ID, etc.)
• Per page for medium-length documents
• Per word for contracts, academic transcripts, longer texts

Pro tip: Send a clear scan or photo and ask for a written quote. Reputable offices will give you the exact price upfront—no surprises when you pick up.

How Long Does It Take?

In Cluj-Napoca, most authorized translations are ready within:

• Same day: Simple documents (1-2 pages), clear scans, submitted before noon
• 24-48 hours: Standard turnaround for most documents
• 2-5 business days: Complex documents, technical content, rare languages, or high volume

Rush service is often available. If you're getting documents ready for a university deadline or a visa appointment, just communicate that upfront.

Best practice: Don't wait until the day before your appointment at the immigration office or your university enrollment deadline. Give yourself at least a few days of buffer.

Step-by-Step: How to Get Your Documents Translated (Without Headaches)

Step 1: Find Out Exactly What You Need

Before you contact anyone, ask the institution:

• "Do you need an authorized translation, or does it also need to be notarized?"
• "Do you accept translations from scans, or do I need to bring the original document?"
• "Are there any specific formatting requirements?"

For example, Babeș-Bolyai University might accept one thing, while the Prefecture (Prefectura Cluj) might want something slightly different.

Step 2: Make a Clean Scan or Photo

This seems obvious, but it's where a lot of people mess up. Make sure:

• All four corners of the document are visible
• Text is sharp and readable
• Stamps, signatures, and seals are clear
• Both sides are scanned if there's content on the back

Blurry scans = delays. Sometimes the translator literally can't read the text.

Step 3: Request a Quote

Send your scans and ask for:

• Total price
• Delivery timeline
• Whether notarization is included or extra
• Pickup/delivery options

Most Cluj translation offices respond quickly via WhatsApp, email, or phone.

Step 4: Double-Check Name Spelling

Here's a common issue: Your passport says "John Smith," but your birth certificate says "John Andrew Smith." Romanian institutions are strict about name consistency across documents.

Tell your translator:

• Exactly how your name appears on your Romanian residence permit or ID
• Whether diacritical marks need to be included (if your name has them)
• If there are any middle names to include or exclude

Step 5: Arrange Pickup or Delivery

You'll usually get:

• The printed, stamped, and signed translation (this is the official version)
• Sometimes a PDF copy for your records
• Notarized set if you requested it

Some offices in Cluj offer delivery to your address or can meet you at a central location (like Piața Unirii or Piața Mihai Viteazu).

When Do You Need Notarization Too?

Notarization (legalizare notarială) is required when:

• You're submitting documents to Romanian courts
• Immigration or the Prefecture specifically asks for it
• Documents are going abroad (especially for apostille)
• You're buying/selling property
• Setting up a company or other legal entity

A good translation office can walk you through this. Some even coordinate with notaries directly, so you don't have to run around Cluj.

Where notaries are located in Cluj: Most are clustered around the center—near Piața Unirii, Piața Mihai Viteazu, and along Bulevardul Eroilor. Your translator can recommend one nearby.

Common Mistakes That Get Documents Rejected

Avoid these and save yourself time, money, and frustration:

Getting the wrong service                                                                                                                                                                             You ask for an "authorized translation" when what you actually need is "authorized + notarized." Or vice versa. Always clarify with the requesting institution first.

Submitting unclear scans                                                                                                                                                                                  If the translator can't read a stamp or a signature, they can't translate it accurately. Romanian officials will notice.

Inconsistent spelling across documents                                                                                                                                              Your diploma says "Maria", your passport says "Mary" and your residence permit says "Maria Elena". This creates problems. Be consistent or explain discrepancies upfront.

Forgetting the back of documents                                                                                                                                                          Some certificates have important information on the reverse side. Scan both sides.

Not asking about turnaround time                                                                                                                                                            You assume it'll be ready tomorrow, but the office is booked for three days. Always confirm the timeline.

Skipping the original when required                                                                                                                                                      Some institutions (especially notaries and courts) won't accept translations made from scans—they want to see the original document.

Specific Scenarios in Cluj-Napoca

University Enrollment (UBB, UTCN, UMF)

If you're enrolling at Universitatea Babeș-Bolyai, Universitatea Tehnică, or Universitatea de Medicină, you'll need:

• High school diploma + transcript (authorized translation)
• Sometimes university degree + transcript
• Birth certificate (authorized translation)

Tip: UBB and UTCN have specific formatting preferences. Mention which university you're submitting to.

Residence Permit Applications (IGI Cluj)

The Immigration Office (Inspectoratul General pentru Imigrări) typically requires:

• Birth certificate
• Marriage certificate (if applicable)
• Employment contract or proof of studies
• Sometimes criminal record certificate

All need authorized translations. Depending on your country of origin, some documents also need apostille before translation.

Driver's License Exchange (RAR Cluj)

To get a Romanian driver's license, you'll need your foreign license translated. RAR Cluj is strict about formatting, so mention it's for them specifically.

Location: RAR Cluj is on Calea Dorobanților—mention this if you want the translator to format it exactly how they want.

Buying Property in Cluj

If you're buying an apartment or house, you'll need translated documents for the notary public, including:

• Proof of identity
• Marriage certificate (if buying jointly)
• Any financial documents required by the bank

Notarization is almost always required for real estate transactions.

FAQ: Authorized Translations in Cluj

Do I need to bring the original document?                                                                                                                                      Usually no—for most authorized translations, a clear scan works fine. But if you also need notarization, the notary will want to see originals or certified copies.

Can I get it the same day?                                                                                                                                                                                Often yes, especially for simple documents. Submit early in the morning for best chances.

Is English–Romanian faster than other languages?                                                                                                                          Generally yes. Cluj has more English–Romanian translators than, say, Portuguese–Romanian or Japanese–Romanian.

What if I need multiple documents translated?                                                                                                                               Most offices offer slight discounts for multiple documents. Ask when you request your quote.

Do translation offices in Cluj speak English?                                                                                                                                      Most do, especially those serving the expat community. If not, they'll have someone who can communicate with you.

What if the institution rejects my translation?                                                                                                                                         If you used an authorized translator and followed requirements, this rarely happens. But if it does, go back to the translator—they should fix it at no extra cost if it was their error.

Can I use a translation done in Bucharest or another city?                                                                                                           Yes. As long as the translator is authorized by the Romanian Ministry of Justice, it's valid nationwide. But working with someone local in Cluj is usually faster and easier.

Why Location Matters: Working with a Cluj-Based Translator

If you're living in Cluj-Napoca or nearby (Florești, Apahida, Gherla, Turda), working with a local translator has practical advantages:

• You can drop by in person if needed (offices around Piața Unirii, Piața Mihai Viteazu, Calea Moților)
• They know local institutions—what UBB wants, what the Prefecture prefers, where notaries are
• Faster turnaround—no shipping delays
• You can pick up the same day for urgent situations

Contact for LexiTrad for Authorized Translations in Cluj-Napoca

If you need authorized translations in Cluj:

📍 Address: Cluj-Napoca, Piața Mihai Viteazu nr. 31                                                                                                                        📞 Phone: 0751 169 260

Send a message with your documents, and you'll get a quote and timeline quickly.

Final word: Dealing with Romanian bureaucracy can feel overwhelming, especially if you're new to Cluj. But getting your translations done right the first time makes everything smoother—whether it's enrolling at university, getting your residence permit, or just handling everyday admin. Don't rush it, ask questions upfront, and work with people who know what they're doing.

(+4) 0751 169 260

birou@lexitrad.ro

Piata Mihai Viteazu, 31, Cluj Napoca 

We provide professional translation and interpreting services for businesses and individuals. Guaranteed quality, fast delivery, and competitive pricing. 

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