If you’re applying for a visa, residency permit, or citizenship and your documents are in a language other than that of the immigration authority, certified translations are almost always required. Whether it’s a birth certificate, marriage license, diploma, or police clearance, translation isn’t just a formality—it’s a legal requirement.
Submitting the wrong type of translation can lead to delays, rejections, or even permanent marks on your immigration file. This guide covers everything you need to know about certified translations for immigration purposes, including requirements by country, how to find a certified translator, and what it typically costs.
What Is a Certified Translation?
A certified translation includes:
- A complete and accurate translation of the original document
- A signed statement by the translator or translation agency attesting to the translation’s accuracy and completeness
- Contact details of the translator or agency
It is not the same as a notarized or sworn translation (though in some countries, additional notarization may be required).
United States Requirements
USCIS (United States Citizenship and Immigration Services) mandates certified translations for all foreign-language documents. They do not require notarization.
The certification must include:
- Translator’s signature and date
- A statement certifying fluency in English and the source language
- An affirmation that the translation is accurate and complete
USCIS accepts both individual translators and professional agencies, as long as they include the correct certification statement. Submitting anything less—like an informal or machine translation—will result in a denial.
Canada Requirements
Immigration, Refugees and Citizenship Canada (IRCC) requires certified translations for all documents not in English or French.
Translations must:
- Be done by a certified translator recognized by a provincial or territorial association
- Include both the translation and a copy of the original
- Be accompanied by an affidavit if the translator is not certified
Note: Translations done outside Canada must be notarized. Inside Canada, certification through a provincial association (e.g., ATIO in Ontario) is often sufficient.
United Kingdom Requirements
The UK Home Office requires translations to be certified if submitted as part of a visa, asylum, or citizenship application.
Translations must include:
- Translator’s credentials
- Confirmation of accuracy
- Contact details
- Date and signature
Some cases may require sworn translators or notarization depending on document type and where the translation is done. Always verify with the specific UKVI guidance for your visa category.
Australia Requirements
The Department of Home Affairs accepts translations from:
- NAATI-certified translators (for translations done in Australia)
- Overseas translators with official certification and an affidavit
All documents must include both the original and the translated version. If the document is in a language not supported by NAATI, additional verification may be needed.
Germany Requirements
Translations must be completed by a publicly appointed and sworn translator.
Requirements:
- Translation must be complete and true to the original
- Translator must be registered with a German court
- Certification must include official seal and signature
For German embassies abroad, certified translations from local sworn translators may be accepted but should be verified beforehand.
Portugal Requirements
For SEF (Portuguese Immigration and Borders Service), translations are generally required to be:
- Completed by a certified translator
- Notarized if done outside Portugal
Some visa types (e.g., Golden Visa, D7) require translations to be legalized with an apostille. It’s safest to use a local translator registered with the Portuguese Chamber of Commerce or Bar Association.
What Documents Typically Require Certified Translation?
- Birth certificates
- Marriage/divorce certificates
- Death certificates
- Diplomas and academic transcripts
- Police clearance letters
- Financial documents (in some cases)
- Court or legal records
- Medical records (for health-related visa categories)
What Does It Cost?
Translation costs vary by language pair, urgency, and location. General price ranges:
- Per Page: $25–$70 for common documents (e.g., certificates)
- Per Word: $0.10–$0.25 per word for longer texts (e.g., diplomas, transcripts)
- Rush Service: May add 25–100% to standard rates
Agencies may offer bundled pricing for immigration packages (e.g., birth + marriage + diploma). Always ask if certification and hard copies are included in the quote.
How to Choose the Right Translator or Service
- Check Credentials: Make sure they are certified, accredited, or sworn depending on the country
- Ask for Sample Certification: This ensures they meet the immigration body’s standards
- Avoid Online Auto-Translators: USCIS and other agencies reject translations done by tools like Google Translate
- Look for Immigration Specialization: Some translators specialize in immigration paperwork and know the required format
- Confirm Turnaround Time: Especially important if you’re on a deadline
Extra Tips for a Smooth Submission
- Always submit a copy of the original document with the translation
- Don’t staple or bind documents unless instructed
- Keep digital backups of all translations and original scans
- Verify if additional legalization (e.g., apostille) is required for your destination country
Working with the right translator can mean the difference between a smooth application and unnecessary delays. Immigration officials are trained to spot red flags in documentation, and translation issues are among the easiest to catch—and reject.
Do your due diligence. Once your translations are done, review them side-by-side with the original to ensure everything is there. Even minor errors like missing names or inconsistent dates can lead to complications.
When it comes to immigration, accuracy isn’t optional. Certified translations are a legal safeguard, a credibility signal, and a compliance requirement all in one. Make sure yours are done right the first time.
