A Commercial Register Extract (výpis z obchodného registra) is one of the most commonly sworn translated company documents. If you need to use it abroad, you will typically need a sworn translation. In many cases, an apostille is also required. This guide walks you through the entire process: from the source document to the sworn translation, apostille, and delivery.
In Slovakia, a Commercial Register Extract can be issued by a notary office, a post office, or the Commercial Register of the Slovak Republic online. It is most commonly needed when a Slovak company is opening a bank account abroad, registering with a foreign authority, or providing proof of legal existence.
However, the Slovak original alone is usually not enough. The receiving authority may also require a sworn translation into the official language of the destination country. This is sometimes called a certified translation or official translation. Sworn translations from Slovak into foreign languages are prepared by sworn translators. In addition, depending on the country, an apostille may be necessary. An apostille is also known as a higher verification of the document.
This guide explains when you need a sworn translation, when an apostille is required, and how the process works in practice.
What Is a Commercial Register Extract?
A Commercial Register Extract is an official document about a company registered in Slovakia. Specifically, it includes the company name, registered office, company ID number (IČO), legal form, statutory representatives, and scope of business activities. It is sometimes confused with a certificate of good standing. However, the two documents serve different purposes.
Foreign institutions often request the extract as proof that a company legally exists. In fact, it is one of the most common documents we handle as part of our legal translation services.
Because the extract is issued in Slovak, submitting it abroad almost always requires a sworn translation. This is especially true when dealing with English-speaking authorities that require a sworn translation from Slovak to English.
When Do You Need a Sworn Translation of a Slovak Document?
A sworn translation is generally required whenever you need to use an official document abroad. In the case of a Commercial Register Extract, this may involve a foreign court, bank, business register, embassy, notary, or other public authority.
Unlike a standard translation, a sworn translation in Slovakia is prepared by a sworn translator. This is a translator registered in the official list maintained by the Slovak Ministry of Justice. They are also sometimes referred to as a court-appointed translator.
Once printed, the sworn translation is bound together with the source-language document. It is then supplemented with a declaration, the translator’s signature, and their official stamp. As a result, the final product is a bound bundle of documents in both languages.
Is a Scan Enough for a Sworn Translation?
In many cases, yes. A sworn translation can often be prepared from a scanned document. The sworn translator then binds the translation to a printout of that scan.
This is usually sufficient if the receiving authority only requires a scanned version of the sworn translation. However, if the original document also needs to be apostilled, you will always need the original certificate. In other words, a scan is not sufficient for the apostille process.
When Do You Need an Apostille?
An apostille is a higher official verification of a public document issued in Slovakia. Specifically, it confirms that the document was issued by an authorised person. For example, it verifies that a notary genuinely issued the extract. It also confirms that the sworn translator is authorised to perform this activity. This applies in countries that are party to the Hague Convention (the Hague Apostille Convention).
Apostille requirements may vary depending on the country and the receiving institution. As a general rule, both the original Slovak document and its sworn translation need to be apostilled. If you are in doubt, it is best to confirm the exact requirements with the receiving authority abroad.
Does the Apostille Cover Both the Original and the Translation?
Yes. A full apostille process covers two steps. First, the Commercial Register Extract is verified before it is translated. Then, the sworn translator who translated the document is also verified. Each verification is a separate apostille and a separate administrative step. As a result, this typically affects both the final price and the delivery time.
Why Does the Origin of the Document Matter?
This is the most important step in the process. A Commercial Register Extract can be issued at various places, for example at a post office, online, or at a notary office.
However, if the extract is to be used abroad, it is best to have it issued by a notary. Furthermore, the notary must be informed that the document will be used abroad. This means the notary must sign it personally. Only an extract issued and personally signed by a notary can be apostilled. Copies signed by the notary’s staff or extracts issued at a post office cannot be apostilled.
In practice, the fastest route also depends on where the apostille is obtained. A notary-issued extract can only be apostilled by the Regional Court (Krajský súd) in the same region as the notary. However, the sworn translation can be apostilled at any Regional Court in Slovakia.
Therefore, it is practical to use a notary in the same region where you plan to apostille the document. For example, a Bratislava notary’s extract is apostilled by the Regional Court in Bratislava.
This is exactly why it pays to handle the sworn translation and apostille together.
How Long Does the Process Take?
Delivery time depends on the scope of the sworn translation and on whether an apostille is involved. As a general guide:
- A sworn translation of a Commercial Register Extract can often be ready within one to two business days.
- An apostille typically adds at least one extra business day per apostille required.
If you have a specific deadline, it is always worth mentioning this at the start. You can let us know when you request a quote.
How Is the Finished Sworn Translation Delivered?
The translated and apostilled document can be collected in person. It can also be sent in advance as a scan by email and then dispatched by post or courier. In most cases, physical delivery is necessary, so please allow time for shipping. Within Slovakia, including from our office in Bratislava, we can deliver by registered post or courier as early as the next business day.
What Should You Prepare Before Ordering a Sworn Translation?
To avoid delays, have the following ready:
- The Commercial Register Extract (if you are not based in Bratislava, just provide us with the company’s IČO and we will obtain the extract for you)
- The country where the translated document will be used
- Your preferred delivery method
- Your deadline, that is, when you need the translation by
The more precise your information upfront, the faster we can prepare a quote.
In addition, if you need translations of other company documents, such as articles of association, powers of attorney, or financial statements, we can handle these alongside your Commercial Register Extract. See our full range of translation services.
Avoid a Common Mistake: Check Apostille Requirements in Advance
One of the most frequent causes of delay is when a client orders only the sworn translation without the apostille. Subsequently, when presenting the document abroad, they discover it should have been apostilled as well. As a result, this means unnecessary loss of time, additional administrative steps, and extra costs.
Similarly, another common problem is the assumption that a scan will be accepted for every official purpose. While a scan is usually sufficient for preparing a sworn translation, it is not enough for the apostille, that is, for higher verification.
Our Recommendation
If you need to use a Slovak Commercial Register Extract abroad, don’t focus on the sworn translation alone. Instead, consider the whole process from the start. This includes obtaining the correct original document, an accurate sworn translation, and the apostille.
Overall, this approach saves time and avoids repeated handling of documents. It also helps ensure that your official matters abroad are resolved without unnecessary complications.
Need a sworn translation or apostille for your Slovak Commercial Register Extract? Get in touch or request a quote. We will confirm the price and delivery time within 30 minutes.
