When are you entitled to duplicate copies?

It frequently happens that a duplicate copy (duplicate) of certificates and documents is needed subsequently. Common reasons for such a claim include:

• Loss of the certificate or document.
• In case of total or partial destruction of the documents.
• When correcting incorrect information in the certificate, such as spelling mistakes in the name, incorrect date of birth, incorrect place of birth.

What do I need to do to get a duplicate?

For this, you must submit a written application to us stating your reason (like this). You can download the application form here.

Is there a fee for the duplicate?

Yes. Duplicate copies are subject to a fee according to the currently valid fee schedule. The fee is currently €55 per document. You will receive a corresponding invoice. After the fee has been received in THM 's account, the duplicate will be prepared and sent to you by mail.

Can I get a second copy free of charge?

Yes. If your file contains a sealed duplicate with the corresponding original signatures, a certified copy can be made from it. This copy can also be certified. If you require a certified copy, you do not need to submit an application. An informal email to us is sufficient (This email address is protected against spambots! JavaScript must be enabled to view it!) for ordering. A certified copy is free of charge.

Is it clear from my duplicate copy that it is a duplicate?

Yes. A duplicate copy always contains the notation "Duplicate" in the header. The signatures of the authorized signatories are replaced by the notation "signed by the then authorized signatory".

After a standard name change, e.g., through marriage, civil partnership, or similar, am I entitled to a duplicate copy?

No. In the case of a standard name change (e.g., through marriage, civil partnership, etc.), you will not receive a duplicate.

When am I entitled to have my certificate documents reissued due to a subsequent name change?

Whenever you have a particularly important interest to protect. This is the case, for example, when..

• Adoptions,
• Name changes in connection with the Protection Against Violence Act (e.g. victims of violence or stalking) or 
• in the case of a change of legal gender (and thus first name) for transgender persons

Am I protected from the revelation or investigation of my former name?

Yes. Your name will be changed accordingly, and these changes will be documented in your file. Your original graduation documents will be collected by us in this case. Your certificate documents will be reissued with the original issue date and signed by the current president, dean, or chair of the examination board, etc. (with the current seal). Due to your legitimate interest in privacy, your certificate documents should not reveal that they were originally issued in a different name.

What documents do I need to submit for this application in addition to the above application for a duplicate copy?

For this purpose, the legally binding decision of the local court must be submitted. 

Is there a fee for changing the name after the fact?

Yes. The above applies accordingly regarding the obligation to pay for the duplicate copy.

What is foreign legalization?

Foreign legalization refers to the authentication of documents for presentation abroad. German official documents are often only recognized abroad if they have been legalized, i.e., certified, by the respective foreign embassy or consulate. 

Who can issue me a pre-authentication?

The Central Examination Office issues pre-authentications for foreign legalizations.

What role does the Giessen Regional Council play here?

The Giessen Regional Council generally authenticates all public documents issued within its jurisdiction that are intended for use abroad, unless jurisdiction is otherwise determined.

Before legalization is possible, the documents must first be authenticated by various German authorities. A number of countries have acceded to the Hague Convention Abolishing the Requirement of Legalisation for Foreign Public Documents. For these countries, it is sufficient if the required document has been issued an apostille by a competent German authority – in Hesse, this is the regional administrative authority (Regierungspräsidien). With this apostille, the German document is directly recognized abroad.

Do I need to submit an application for this, and what do I need to bring?

No. You only need to present the original documents to us for pre-authentication

Is there a fee for legalization abroad?

No, the pre-authentications we issue are free of charge.