A sworn translation of an academic transcript faithfully reproduces the information in the original document: subjects, grades, credits or hours, stamps, signatures and, where applicable, the apostille or legalisation. The sworn translator does not convert grades into the Spanish system. If you need to evidence the grade-average equivalence of university studies completed abroad, there is a specific procedure for certain purposes.
Before translating the transcript, make sure you have the complete, final version and check whether the document needs an apostille or legalisation.
Let’s take it in order: what this document actually is, what happens to your grades, and how to prepare it so the translation is right first time.
What an academic transcript is
The academic transcript (in Spain, certificación académica or expediente académico) is the official document recording information about your studies: subjects taken, grades obtained, credits or contact hours, and the length of the programme.
Its content varies by country and institution. A UK transcript will typically show module marks and the degree classification; a US official transcript adds the GPA and is sealed by the registrar. Some also include the grading scale, the academic years or other study-related data.
This document may be requested in various academic and administrative procedures in Spain, for instance in certain procedures relating to recognition of studies or access to further studies.
Grades are translated, not converted
A common question when translating a transcript is what happens to the grades.
The sworn translation reproduces the grades exactly as they appear in the original. Whether the transcript uses A to F, a percentage, a 4.0 GPA, a First or a 2:1, the grades are reflected as the document states them. If the transcript itself explains the grading scale used, that information is included in the translation too.
The sworn translator does not convert grades into the Spanish system. Where the grade-average equivalence of university studies completed abroad has to be evidenced, there is a specific Ministry procedure for certain competitive processes.
Why academic terminology matters
Transcripts may contain module names, degree titles, fields of knowledge and other specialised academic concepts.
In translating them it is important to keep terminology consistent and reproduce the meaning of the original faithfully, especially where the same modules or concepts appear across different pages or related documents.
The role of the sworn translation is to carry the content into Spanish without adding academic equivalences, grade conversions or interpretations that do not appear in the original document.
How to prepare the transcript for translation
Before requesting a sworn translation of your transcript, make sure you have a complete and legible copy.
Every page must be clearly visible and, where they form part of the document, so must elements such as stamps and signatures, annexes, any content on the reverse, apostilles and legalisations.
If you are sending photographs or scans, check that no part of the content is cut off and that all data is legible. It is also worth confirming that you are dealing with the final version of the transcript before starting the translation.
Apostille and legalisation before translating
Not every foreign transcript needs an apostille or legalisation. This depends on the country of issue and the procedure the documentation is being filed for. UK and US transcripts, for instance, do generally need one for official Spanish procedures since the EU exemptions do not apply to them.
Where the transcript needs to be apostilled or legalised, it is advisable to complete that step first and order the translation afterwards. That way the translation can reflect the complete document, including the corresponding apostille or legalisation.
Before starting, always check the requirements of the receiving body, university or institution.
Mistakes worth avoiding
One of the main things to check before ordering the translation is that you have all the documentation you need to file.
Translating a provisional version when a final transcript will be issued later, forgetting pages or annexes, or translating before a necessary apostille may mean having to complete or update the translated documentation afterwards.
It is also important not to confuse translation of grades with grade equivalence: they are different matters. Checking the procedure’s requirements first lets you determine which documents you need and avoid translating documentation you have not been asked for. The full breakdown is in our guide to which documents to translate for degree recognition.
Frequently asked questions
Does the Diploma Supplement get translated too?
It depends on the procedure and the documentation you have to file. The Diploma Supplement accompanies the university degree and provides information on the studies completed, results obtained, competences acquired and the level of the qualification. In certain procedures it may be accepted as academic documentation. Before translating it, check whether the receiving body or institution requests or accepts it as part of the documentation you must file.
My university issues the transcript in English — do I need it translated?
It depends on the procedure and the institution you have to file it with. Certain procedures require academic documentation written in another language to be accompanied by an official translation into Spanish, and English is no exception. In other cases a university or institution may set its own requirements regarding accepted languages. So before ordering, check the conditions of the receiving body.
How many pages of the transcript have to be translated?
It depends on the documentation you have been asked for. If you need to file the translation of the complete transcript, you must provide every page that forms part of the document, including annexes or reverse sides with content where applicable. Before leaving out a page or an annex, check what documentation the receiving institution requires.
Does the sworn translator convert my grades into the Spanish system?
No. The translator reproduces the grades that appear in the original document and translates the information relating to them. Grade-average equivalence for university studies completed abroad is a different procedure that may be necessary for certain purposes.
Does the sworn translation of a transcript expire?
The sworn translation has no general expiry date of its own. However, it must correspond to the document you need to file, and the receiving body may set specific requirements on the documentation. If your university later issues a new version of the transcript with changes, you will need to check whether the new document must be translated too.
This guide is for information only. Specific requirements may vary depending on the procedure and the receiving body or institution. Always check the up-to-date information before preparing your documentation.