Non-EU Student Translation Checklist for Cluj-Napoca

Congratulations on your acceptance to a university in Cluj-Napoca. Before classes begin, you may need to prepare documents for admission, enrolment, a long-stay study visa and residence formalities in Romania.

For non-EU students, requirements vary by university, faculty, study programme and the country where your documents were issued. This guide helps you organise your translations, but the latest instructions from your university, the Romanian diplomatic mission and the General Inspectorate for Immigration always take priority over any general checklist.

Start with your university's current checklist

Before requesting a translation, ask the international admissions office for the current document list for your programme.

Check:

which documents are required;
which languages the university accepts;
whether translations must be authorized or notarized;
whether an Apostille or legalization is required;
whether scans are sufficient for the online application, or originals must be presented at enrolment.

Don't translate everything by default. Some universities accept originals issued in Romanian, English or French, and translating documents you don't actually need just adds cost and delay.

For example, Babeș-Bolyai University's international bachelor admission guidance lists a passport copy, a high-school graduation diploma and a transcript of records. If the diploma or transcript is issued in another language, a certified translation is required. Read UBB's official guidance for non-EU candidates.

Academic documents that may need translation

The exact list depends on your level of study.

For bachelor's studies, you may be asked for:

high-school graduation diploma or baccalaureate certificate;
transcript of records for all high-school years;
grading-scale explanation, where required;
language-proficiency certificate.

For master's or doctoral studies, you may also need:

bachelor's diploma;
university transcript of records;
master's diploma, where relevant;
curriculum vitae;
motivation letter;
proof of a name change, if your academic records and passport show different names.

Make sure your scans are complete and easy to read — both sides of the document, stamps, seals, annexes and any handwritten notes.

Personal documents to check

Depending on your circumstances, the university may also request:

birth certificate;
marriage certificate;
another document proving a name change;
passport copy;
medical certificate;
proof of permanent residence abroad.

A passport is often submitted as a copy and may not require translation — always follow your own faculty's requirements.

For doctoral applicants, UBB notes that a marriage certificate or another name-change document may need a certified translation if it isn't issued in Romanian, English or French. See UBB's doctoral admission requirements.

After acceptance: visa and residence formalities

Admission is only one part of the process. Non-EU students usually need additional documents for a study visa and residence permit.

According to the General Inspectorate for Immigration, student residence-permit formalities can involve a passport or travel document, the letter of acceptance for studies, proof of enrolment, proof of accommodation, evidence of financial means, a medical certificate and applicable fees. The authority advises submitting residence documents at least 30 days before your current right of stay expires. Read the official IGI guidance for studies, visas and residence permits.

Not every document at this stage needs translation — some may already be issued in Romania or available in an accepted language. Confirm the required format with the Romanian diplomatic mission and the authority handling your residence application.

Authorized translation, notarization and Apostille: what's the difference?

These three procedures serve different purposes:

Authorized translation — the document is translated by an authorized translator.
Notarized translation — needed when an institution specifically requests a notarial procedure.
Apostille or legalization — concerns the validity of the original foreign document for use abroad.

An authorized translation doesn't replace an Apostille or legalization. If your original document needs legalization, complete that step first, before requesting the translation, whenever the receiving institution requires it.

Paying from abroad

After your quote is confirmed, you can pay by international bank transfer, Revolut or BT Pay — we'll send the exact payment details and reference for your order. Once we receive proof that the payment went through (a clear screenshot or confirmation is enough), we start the translation. Please make sure the payment reference or your name is visible on the confirmation, so we can match it to your order quickly.

How you'll receive your translations

Once your translation is ready, we'll let you know by email or phone. Depending on the document type and the delivery option agreed in your quote, you can:

receive a PDF scan by email, when a digital copy is enough for your next step;
collect the original authorized translation from our office at Piața Mihai Viteazu nr. 31, ap. 3, in central Cluj-Napoca;
receive the original documents by courier or post, if this was agreed in advance.

Before choosing digital delivery, check whether your university or the Romanian authorities need the original authorized translation, a notarized copy, or the original foreign document itself.

A practical timeline before enrolment

Request the official checklist from your faculty or international admissions office.
Identify which documents need Apostille, legalization or certified copies.
Prepare clear scans of everything, including stamps and annexes.
Confirm the accepted translation language.
Request a quote for the documents that actually need translation.
Confirm the quote and pay by international bank transfer, Revolut or BT Pay.
Send a screenshot confirming the payment so we can start.
Choose collection, email delivery or an agreed courier/post option.
Keep the originals and digital copies ready for enrolment or immigration appointments.

UMF "Iuliu Hațieganu" and other Cluj-Napoca universities publish programme-specific information for international candidates. Always check the current instructions for your faculty before submitting your application — see UMF Cluj's international candidates page.

Need authorized translations in Cluj-Napoca?

LexiTrad helps international students prepare authorized translations for academic and personal documents in Romanian, English, French, German, Italian, Spanish and Hungarian.

Send us clear scans, the name of your university and faculty, the required language and your deadline. We'll confirm which documents actually need translation, prepare a quote and send you the payment details to place your order.

Get in touch: 📍 Piața Mihai Viteazu nr. 31, ap. 3, Cluj-Napoca 📞 0751 169 260 ✉️ birou@lexitrad.ro

Frequently asked questions

Do all non-EU students need Romanian translations? No. Some universities accept documents in Romanian, English or French. Confirm the accepted language with your faculty before ordering a translation.

Does an authorized translation replace an Apostille? No. The Apostille or legalization concerns the original document, while the authorized translation presents its content in the required language. You may need both.

Can I submit a scan of a translated document? Many universities accept scans during online admission, but may request original documents or certified copies at enrolment. Check your admission instructions carefully.

When does LexiTrad start the translation? Right after you send a clear screenshot or confirmation showing that your payment went through.

Can I pay from outside Romania? Yes. Once your quote is confirmed, you can pay by international bank transfer, Revolut or BT Pay. We'll send the exact payment details and reference for your order.

Can I receive my translation by email? Yes — we can send a scanned PDF when this format is accepted by the university or institution. If original authorized translations are required, you can collect them from our office or choose an agreed delivery option.

Accepted to a University in Cluj-Napoca? Translation Checklist for Non-EU Students