If you’re preparing for a scholarship (or completing university admission procedures outside Saudi Arabia), you will usually need a translated National ID (Iqama/ID card equivalent) and sometimes a Family Card—especially if you have dependents or need to prove family relationship. The issue isn’t the “translation” itself; it’s acceptance: Will they accept an electronic copy? Do you need extra legalization? And how do you avoid name/date mistakes that cause rejection or delays?
This step-by-step guide helps you prepare everything correctly so your files are accepted the first time.
First: When do you need a National ID translation? When do you include the Family Card?
National ID (Saudi National ID)
Usually required as the student’s primary identification document, showing:
-
Name
-
ID number
-
Date of birth
-
Nationality, etc.
Family Card (Family Register)
Typically needed in these cases:
-
If you have dependents (spouse/children) included in the scholarship file
-
If the receiving entity requests proof of relationship
-
If you are preparing a scholarship/visa process linked to family
-
Sometimes required by cultural missions or sponsoring bodies (depending on the program)
Quick tip: If you have dependents, prepare the Family Card translation from the start along with each dependent’s ID (if applicable), so you don’t get surprised by a last-minute request.
Will the cultural mission or university accept an electronic copy (stamped PDF)?
In many cases: yes, especially for online portals or official email submission. But the golden rule is:
-
Ask the receiving entity: “Do you accept a stamped PDF + Certificate of Accuracy?”
-
Prepare two options:
-
A stamped electronic PDF for fast submission
-
A stamped hard copy if they request it later
-
When does a hard copy become necessary?
-
If the entity explicitly says “hard copy only”
-
If you need later legalization/authentication on paper (depending on the country/consulate requirements)
-
If the process requires in-person submission or paper-based visa files
Best practical approach: Get the stamped PDF first, and keep the hard copy as a backup. It saves time and reduces pressure.
Do you need additional legalization?
Extra legalization is different from certified translation.
1) Certified Translation (the baseline)
This usually includes:
-
Office stamp
-
Certificate of Accuracy confirming the translation matches the original as closely as possible
-
Issue date and office details
This is sufficient for many educational and administrative entities.
2) Additional legalization/authentication (depends on entity/country)
Sometimes required, such as:
-
Authentication by a government authority (e.g., Ministry of Foreign Affairs / consulate) or Apostille (in certain countries)
-
Notarization (Notary) under some systems
-
A specific format required by the entity (especially for immigration or certain visas)
How do you know early?
-
Review the requirements page for the university/cultural mission/scholarship program
-
Or send a simple question:
-
“Do you require certified translation only, or notarized/legalized translation as well?”
-
If you’re unsure: prepare a certified translation first (most commonly used). If legalization is requested later, you can proceed with the required steps.
The most common name & date-of-birth mistakes (top cause of rejection!)
1) English name spelling mismatch
Problem: The English spelling in the translation doesn’t match your passport or university records.
Solution: Always use the passport as the reference for English spelling—even if the ID is Arabic-only.
Example:
Mohammed / Muhammad / Mohamed
If your passport uses “Mohammed,” keep “Mohammed” everywhere.
2) Name order confusion (First / Family name)
Many foreign systems treat family name as a separate field.
Solution: Clarify the correct order and keep it consistent across all documents.
3) Date format ambiguity (DD/MM vs MM/DD)
A global trap.
Solution: Use an unambiguous format such as:
-
YYYY-MM-DD (e.g., 2001-07-13), or add clarification if needed.
4) Ignoring issue place or expiry date
Some forms require these fields if present.
Solution: Translate everything shown on the card/record accurately—no omissions.
5) Number errors
ID/family register numbers are highly sensitive.
Solution: Use a double-check process before certification.
How to prepare your files correctly (before sending to a translator)
-
Take a high-resolution photo/scan with no glare and readable text
-
Capture both sides if information is split
-
For the Family Card, scan the pages containing:
-
Head of household
-
Spouse/spouses
-
Children (as required)
-
-
Provide in writing:
-
Target language (usually English)
-
Receiving entity (cultural mission/university/program)
-
Your English name spelling exactly as in the passport (copy it textually)
-
Turnaround time (realistically)
Depending on workload and scan clarity:
-
Short, clear cards: often same day or within 24 hours
-
Family Card with multiple dependents: typically 24–48 hours
-
Rush option is possible if the files are clear and passport spelling is confirmed upfront
Reminder: Delays usually happen due to name spelling corrections after delivery. Locking it at the start saves time.
Do requirements differ by university?
Yes, but some points are consistent:
-
Most care about name consistency with the passport
-
Many accept stamped PDFs
-
Some require specific formatting, merged PDFs, or file naming conventions
Solution: Request a submission-ready format, such as:
-
ID_Translation.pdf
-
FamilyCard_Translation.pdf
Numusa Cultural Foundation
If you want to prepare your scholarship file quickly and without hassle:
Contact Numusa Cultural Foundation and send your ID photo + (Family Card if applicable). You’ll receive a certified stamped PDF + Certificate of Accuracy ready to upload to the cultural mission/university, with an option for a stamped hard copy if needed.
FAQ
Will the cultural mission/university accept an electronic copy?
Often yes—especially if it’s a stamped PDF with a Certificate of Accuracy. Some entities may request hard copy, so preparing both is safer.
Do we need additional legalization?
Not always. Many scholarship files only require certified translation. Extra steps (Apostille/Notary/consular legalization) depend on the country and entity.
What are the most common name/date mistakes?
English spelling not matching the passport, name order confusion, and ambiguous date format (MM/DD). The fix: use the passport as the reference and use an unambiguous date format.