Form 100 check before translation: 11 items that save you a rejection
A translation cannot fix the flaws of the original: if Form 100 is missing the code, has a misspelt surname or an illegible stamp, exactly the same flaw carries over into the translation and the recipient will return both. That is why the certificate should be checked before it is translated. Below are eleven items, six critical and five additional. Tick what is correct on your certificate, and the tool will show you what to ask the clinic for.
Check
In short: how the tool reads your answers
- All items ticked: the certificate looks ready for translation and you can place your order.
- A critical item is missing: ask the clinic for a new or corrected certificate before translation, or you will pay for the translation twice.
- Only an additional item is missing: the certificate may be accepted, but it is better to clarify the point with the addressee or the doctor in advance.
- The tool does not assess the content of the certificate: the correctness of the diagnosis and recommendation is the treating doctor's responsibility; we only check the form.
- Your ticks are not sent anywhere: the check takes place in your browser.
Six critical items and why recipients return the certificate
These items cannot be fixed in the translation or at the notary. If any of them is missing, the only solution is a certificate newly issued by the clinic.
| Item | Why it matters | Typical problem |
|---|---|---|
| Form IV-100/a | Authorities and embassies ask for exactly this approved form; no other document can replace it | A discharge summary, an extract or a doctor's letter instead of the certificate |
| Personal details | The recipient links the certificate to the passport; in the translation the name is written as in the Latin spelling in the passport | A one-letter difference in the surname, an error in the personal number |
| Diagnosis and ICD-10 | The commission uses the code to decide whether the case falls under the programme, and a foreign doctor reads the term without ambiguity | No code, or only a general “examination” |
| Specific recommendation | Funding and visas relate to a specific intervention, not a general need | “Requires treatment” without naming the intervention |
| Signature and stamp | They confirm the document's authenticity; the apostille and the notary rely on them | Illegible stamp, missing signature or missing sign-off by the head of department |
| Date of issue | The certificate reflects the patient's condition on the day of issue, and the recipient wants a recent one | The certificate is older than the recipient's limit |
For a referral commission application, the form must also state the NCSP procedure code in addition to ICD-10. Details: Referral Services Programme. To work out the certificate's “age”, use the Deadline calculator.
Five additional items: why they are worth checking too
Certificates are rarely returned because of the additional items, but these items directly affect the quality of the translation and the recipient's trust.
- Medical history and treatment given. A foreign clinic uses the certificate to plan treatment and calculate the price. If it is not clear what has already been done, the doctor will ask for more documents and the reply will be delayed.
- Legible text. Deciphering a doctor's handwriting slows down the translation and increases the risk of errors. If a word cannot be read, the translator cannot guess it, and you will have to clarify it with the clinic.
- No corrections. A figure changed by hand or a crossed-out word raises suspicion, especially if there is no signature and stamp next to the correction. In that case, ask for a clean certificate.
- Addressee. The wording “for submission where required” (წარსადგენად დანიშნულებისამებრ) allows the certificate to be used in different places. Some authorities, however, want their own name on it, which you should check in advance.
- Clinic contact details. An embassy or insurer may contact the clinic to verify that the certificate is genuine. An unclear address or phone number makes this harder.
A full description of the certificate's fields, the issuing institutions and recipients' requirements is in the Form 100 guide.
How to ask the clinic to correct the certificate
Doctors fill in Form 100 every day and often do not know who a particular certificate is for. A precise request saves you a second visit.
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Name the addressee
Tell the reception desk or the doctor who you need the certificate for: a commission, an embassy, a foreign clinic or an insurer. This determines which details the doctor will include.
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Write down what is missing
Use the tool's result directly: it lists the critical items separately. A written list works better than a verbal request.
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Check it on the spot
As soon as you receive the certificate, before leaving the clinic, check the name, personal number, code and both stamps. Correcting a mistake on the same day is much easier.
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Make a clear copy
A good scan or photo is enough to order the translation. For notarisation, however, you will need the original, so keep it unfolded and undamaged.
The certificate is ready: what level of translation do you need?
Once every item is ticked, the next question is about the addressee. To set a treatment plan and a price, a foreign clinic is usually satisfied with an accurate translation certified by the bureau. An embassy, an insurance company or an authority in another country, however, often needs a notarised translation, sometimes with an apostille as well. Check which stamp your destination country requires with the Apostille or legalisation? tool.
We prepare the Form 100 translation as a complete document: with every field, notes marking the stamps and signatures, and the ICD-10 code carried over unchanged from the original. Terms and turnaround times are on the Form 100 translation page, and the Translation price calculator will give you an indicative price.
Frequently asked questions about the Form 100 check
A critical item is missing. Do I really need a new certificate?
As a rule, yes. The critical items concern the content and authenticity of the certificate, so neither a translator nor a notary can fill them in. If the code is missing, the surname is misspelt or the certificate is out of date, ask the clinic for a new or corrected one. A recipient sometimes accepts an incomplete certificate, for example a foreign clinic for a preliminary consultation only, but agree on this in writing in advance.
The doctor refused to write the ICD-10 code. What should I do?
First explain who the certificate is for: for a funding commission the code is decisive, because it determines whether the case falls under the programme. If the diagnosis has not yet been confirmed, the doctor may only write a provisional diagnosis, and that is their medical decision. In that case, instead of insisting on the code, ask when the final certificate can be issued, and time your application accordingly.
How long does Form 100 count as recent?
The law sets no period of validity for Form 100; the recipient does. Funding commissions and clinics often ask for a certificate from the last one to three months, and some recipients are stricter. So use the tool's sixth item to mark whether the date meets the requirement of your particular addressee. To work out the exact cut-off, choose the Form 100 option in the Deadline calculator.
The tool says the certificate is ready. Is that a guarantee it will be accepted?
No. The tool checks the most common formal requirements, but a particular recipient may have extra conditions: its own name as the addressee, two stamps, a certified copy or a specific language. The tool does not assess the medical content of the certificate; that is the treating doctor's responsibility. If you send us a photo of the certificate, we will compare it with the addressee's requirements before translation.
Can you check the certificate yourselves before I order the translation?
Yes. Before every Form 100 translation order we read the certificate, and if we see a critical defect, we tell you before the translation starts, so that you do not incur unnecessary costs. When you send a photo or scan, say who the certificate is for and in which language. After the assessment we will tell you the price of the translation and, if needed, notarisation, which is agreed in writing before you order.
Pages related to Form 100
- Form 100: the complete guide What it must contain, who issues it and how long it remains valid.
- Form 100 translation A complete translation with notarisation, priced before you order.
- Document list What else a clinic, embassy or commission needs besides Form 100.
- Notarised translation When it is essential and when you can do without it.
Let us check your Form 100 before translation
Upload a photo of the certificate and tell us the addressee. We will tell you whether they will accept the certificate as it is, and give you the exact price of the translation and certification.