CERTIFIED TRANSLATION GUIDE
Documents That Need Certified Translation
If an office, court, school or employer needs to read a document that isn’t in English, or a U.S. document is going to a country that uses another language, it will almost always need a certified translation. Here’s which documents usually need one, and when you also need notarization, a sworn translation or an apostille.
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- Certified and sworn translations
- Notarization when required
- Apostille and legalization in the same order
- American Translators Association corporate member
Certified, notarized, sworn and apostilled: what each one means
| Type | What it is | Usually asked for by |
|---|---|---|
| Certified translation | A complete translation with the translator’s signed statement that it is accurate and that they are fluent in both languages. | USCIS, U.S. courts, universities, employers and most U.S. offices |
| Notarized translation | A certified translation where the translator’s statement is signed in front of a notary. The notary verifies the signer, not the translation. | Some schools, banks, state agencies and foreign offices |
| Sworn translation | A translation by a translator who is sworn or officially authorized by a court or government, as required in some countries. | Courts and ministries in some civil-law countries |
| Apostilled translation | A notarized translation that then receives an apostille, so it is recognized in another Hague Convention country. | Foreign registries, consulates and ministries |
Not sure which one you need? Ask the office that requested it for its written requirements, or send them to us with your document and we’ll confirm.
Immigration and USCIS
| Document | Who usually asks | What’s usually required |
|---|---|---|
| Birth certificates | USCIS, consulates, passport offices | Certified translation |
| Marriage and divorce certificates | USCIS for spousal petitions and green cards | Certified translation |
| Police clearance certificates | USCIS, consulates, foreign employers | Certified translation |
| Passports and national ID cards | USCIS when pages are in another language | Certified translation |
| Military and court records | USCIS for naturalization and waivers | Certified translation |
USCIS requires a full English translation of every foreign-language document, with the translator’s certification. See USCIS translation requirements.
Study, work and professional licenses
| Document | Who usually asks | What’s usually required |
|---|---|---|
| Diplomas and degree certificates | Universities, credential evaluators, employers | Certified translation; some evaluators set their own rules |
| Transcripts and mark sheets | Admissions offices and credential evaluators | Certified translation of every page |
| Professional licenses | State licensing boards | Certified, sometimes notarized |
| Employment and experience letters | Licensing boards and visa sponsors | Certified translation |
| U.S. diplomas going abroad | Foreign universities and ministries | Apostille, then translation into the local language |
Credential evaluation services often have their own translation rules, so check theirs before you order. See university documents.
Marriage, family and citizenship
| Document | Who usually asks | What’s usually required |
|---|---|---|
| Birth and marriage records for citizenship by descent | Italian, Irish, Portuguese and other consulates | Apostille on each record, then translation, sometimes sworn |
| Single status affidavits | Foreign registrars for marriage abroad | Notarized affidavit, apostille and translation |
| Adoption records | Courts and adoption agencies | Certified or notarized translation, often apostilled |
| Custody orders and travel consent letters | Airlines, border officials, foreign courts | Notarized, often apostilled and translated |
See Citizenship by descent documents and vital records apostille.
Courts and legal matters
| Document | Who usually asks | What’s usually required |
|---|---|---|
| Court judgments and divorce decrees | Courts, registries and attorneys | Certified translation; apostille if going abroad |
| Contracts and settlement agreements | Attorneys and opposing counsel | Certified translation |
| Wills and probate documents | Probate courts and foreign estate attorneys | Certified or sworn translation, often apostilled |
| Powers of attorney for use abroad | Foreign notaries, banks and land registries | Notarized, apostilled and translated |
We work directly with attorneys and law firms. See services for attorneys.
Business and corporate documents
| Document | Who usually asks | What’s usually required |
|---|---|---|
| Certificates of Good Standing and formation documents | Foreign registries, banks and partners | Apostille or legalization, then translation |
| Board resolutions and corporate powers of attorney | Foreign subsidiaries, notaries and banks | Notarized, apostilled and translated |
| Clinical, regulatory and quality documents | Regulators and partners abroad | Certified translation |
| Distribution and supply agreements | Foreign partners and courts | Certified translation |
See corporate services and life sciences.
Medical, insurance and property
| Document | Who usually asks | What’s usually required |
|---|---|---|
| Medical records and vaccination records | Schools, employers, insurers and immigration | Certified translation |
| Death certificates | Banks, insurers and pension offices abroad | Apostille, then translation |
| Deeds and property records | Foreign land registries and notaries | Apostille and translation, sometimes sworn |
| Bank statements and tax records | Visa programs and residency applications | Certified translation, sometimes apostilled |
Residency programs such as Portugal’s often combine several of these. See Portugal Golden Visa documents.
How to avoid a rejected translation
Translate everything
Stamps, seals, signatures, handwritten notes, margins and the back of the page all count. A partial translation is the most common reason one is sent back.
Match the passport
Names should be spelled exactly as they appear on your passport. Tell us about any differences so we can handle them consistently.
Send clear, complete scans
Every page, in color if possible, with nothing cut off at the edges. We translate what we can read.
Get the order right
For documents going abroad, the apostille usually comes first so it can be translated with the document. We plan the order for you.
Why clients use us for translation
We’re an American Translators Association corporate member, and we translate in more than 65 languages, including Spanish, Portuguese, Haitian Creole, Arabic and Chinese. Because we also notarize, apostille and handle embassy legalization, one order can cover the whole chain, from the original document to a translated, authenticated file ready for its destination. See Certified Translation, or the language guides for Spanish, Portuguese, Haitian Creole, Arabic, Chinese, French, Italian, Greek and Russian.
Frequently asked questions
Which documents usually need a certified translation?
Any foreign-language document you submit to a government office, court, university, employer or bank. The most common are birth, marriage and divorce certificates, diplomas and transcripts, police records, court judgments, medical records and company documents.
What is the difference between a certified and a notarized translation?
A certified translation includes the translator’s signed statement that it is complete and accurate. A notarized translation adds a notary’s verification of the person who signed that statement. The notary does not check the translation itself.
Do I need to translate the stamps and seals too?
Yes. Most offices want everything on the page translated, including stamps, seals, handwritten notes and the back of the document. Leaving parts out is one of the most common reasons translations are rejected.
Should I get the apostille before or after the translation?
For U.S. documents going abroad, the apostille usually comes first, and then the document and the apostille are translated together. Some countries want the translation itself apostilled too. Tell us your destination and we’ll confirm the order.
Can a family member translate my documents?
For USCIS, any fluent translator may certify a translation, but using a family member or translating your own documents invites questions. Most offices, courts and schools expect a professional translator. We provide certified translations in more than 65 languages.
How long does a certified translation take?
Most standard documents take about 3 business days, and rush service is available. Long or complex documents are quoted individually.
Have a document that needs translating?
Upload it and tell us where it’s going. We’ll confirm exactly what it needs.