A Quick Guide to Certified Translations

Certified translation, which is sometimes called official translation, is often needed for government transactions. It is a type of translation for documents that need a legal way to prove their authenticity. Some of these documents are legal documents, business papers and birth certificates.

Certified translations do not have a standard format. The manner of providing certified translations differ from country to country based on the legalization needed by the client and the country where the certified translations are to be used.

Immigration documents

Among the most common type of certified translations in the United States are the supporting documents for immigration. The United States Citizenship and Immigration Services (USCIS) requires that applicants for U.S. immigration should have certified translations of all their documents that are not written in English.

Different requirements for certified translations

Certified translations are also required in several countries, although their requirements differ. For example, if you are an American who wants to live in Spain, the translation you are going to submit could either be sworn or certified based on the standards set by the receiving country, in this case, Spain.

It is essential that you carefully check with the requiring organization what type of translation they need.

Here are a few of the specific requirements for certified translations in different countries.

1. United States

There is no federal licensing or certification requirement. A professional translator providing certified translations is not legally mandated to be licensed or certified. The translator only has to provide certification that the translation they have done is an accurate and true representation of the original document. However, it is also possible for translators to earn certification. The American Translators Association (ATA) provides training for translators who want to be certified.

In some instances, the translator signs the certification while others include the seal and signature of the representative of the translation company they represent. However, there are instances when the receiving organization requires that the certified translation should be provided only by a translator who is an accredited member of an association of translators.

Other receiving organizations require certified translations to be notarized as well.This is not to attest to the accuracy of the translation. The signature of a Notary Public is needed to ensure that the translator would be accountable if problems arise due to the translation.  

2. United Kingdom

The requirement for certified translation is almost the same. If you wish to move to the UK, your personal documents, if not written in English, must have certified translations. Like the U.S., the translators in the UK do not need to be sworn by the courts or certified by a government organization or an accredited institution to be able to provide official translations.

However, two prestigious translation associations in the UK provide certified translations, although using any one of them is not a requirement. One is the Institute of Translation and Interpreting and the other is the Chartered Institute of Linguists.

3. Spain

The requirement for certified translators in Spain is different from the requirements in the UK and the U.S. In Spain, only translators who were sworn by the country’s courts are allowed to provide certified translations. They are called traductoresjurados and included in the official list of translators that the Spanish Ministry of Foreign Affairs and Cooperation recognizes. It is usual to submit a hard copy of the translation bearing the stamp of the certified translator to the institution requiring the certified translation.

4. France

Similarly a civil law country like Spain, France requires certified translations done only by certified translators who have been sworn by their courts. These translators are called traducteurassermentée. The list of official certified translators in France is found in the database of the Société française de traducteurs.

IMPORTANT: A certified or sworn translation is not a guarantee that the translation is of high quality. Always work with a professional translator or reputable language services provider that guarantees the quality of their translation work, which is important in the acceptance of the requesting organization of your document.

Documents requiring certified translations

Different countries have their own set of regulations for the translation of official documents. Certified translations, which are often required when dealing with various departments of government, are commonly used in the United States for immigration purposes. The USCIS requires all documents written in other languages to have certified translations in English.

A certified translation comes with a certificate stating that the translator has accurately translated the document to the best of his/her knowledge and includes a stamp and signature of the translator or the translation company.

Some of the common documents that need certified translations include:

• Medical certificates
• Birth certificates
• Marriage certificates
• Divorce certificates
• Academic certificates
• Training certificates
• School transcripts and diplomas
• Drivers’ licenses
• Death certificates
• Adoption papers
• Certificate of incorporation
• Various legal documents

Requirements for certified translation

How do you know when you need certified translation and not just a standard translation?

Typically, certified translations are required for legal purposes. It is vital for documentation used in court hearings and case trials. Evidence and trial transcripts for example that are written in a foreign language should be translated and certified by a professional language services provider. Keep in mind that when you are asked to submit documents to a government or legal body, it should include certified translations.

Immigration is a particular sector that typically demands certified translations of personal documents. The translations should be in the official language of the receiving country

Foreign students who wish to obtain further studies in other countries are often required to provide certified translations of their academic documents such as their transcripts, diplomas and other supporting documents, including certification and recommendations from their school. Some colleges and universities require that the applicant submit the original copy of their grade report together with the certified translation. Always confirm the list of documents the institution needs so you do not waste time, which can delay the processing of your college application.

Globalization opens new doors for companies across the globe to compete in the international business arena. To facilitate the processing of business applications in foreign countries, it is necessary to provide certified translations of corporate and business documents. This may include contracts, financial reports, articles of incorporation, patent filings and other business-related documents.

At the same time, businesses hiring international staff members as well as partners and agents may require the submission of certified translations of particular documents, including passports, visas, bank statements and medical records.

Certified translations are usually required for legal transactions with government agencies. Ensure that you get high quality certified translations by choosing a reputable translation company with professional translators who are experts in certified translation. The accuracy of the certified translation is one of the factors to the smooth processing of your particular application.

Author’s bio:

Sean Patrick Hopwood is the President and CEO of Day Translations, Inc., a professional translation company that is a member of the ATA. It provides certified translations for government documents. Sean, whose passion for languages started at a very young age, is also into sports, Latin dances, continuing education and green living.