Key points
- A certified translation is a full, word-for-word translation plus a signed certificate of accuracy.
- USCIS requires a certified English translation of every foreign-language document in a filing, and does not require notarization.
- A notarized translation adds a notary’s seal, which verifies the signer’s identity, not the translation.
- An apostille authenticates a public document for use in another Hague Convention country, and is a separate step.
- You cannot certify your own translation for USCIS, even if you are fluent.
Need a certified translation? See our Certified translation services.
A certified translation is a complete translation accompanied by a signed statement, called a certificate of accuracy, in which the translator or the translation company confirms that the translation is complete and accurate and that the translator is competent to translate the language. In the United States, that signed statement is what makes a translation “certified.” No government agency certifies the translation itself, and a notary is not required unless the receiving office asks for one.
What makes a translation certified?
Two things: the translation and the certificate. The translation must be complete. Every line of the original is translated, including stamps, seals, signatures, handwritten notes, and margin text, or the translation notes what could not be read. Summaries and extracts are not certified translations.
The certificate of accuracy is a short signed statement attached to the translation. A well-prepared certificate includes:
- Document identification: the name of the original document and the language pair, such as “Birth certificate, translated from Spanish into English.”
- Statement of accuracy: that the translation is complete and accurate to the best of the translator’s knowledge and ability.
- Statement of competence: that the translator is competent to translate from the source language into English.
- Signature, name, date, and contact details of the translator or an authorized representative of the translation company.
The certified translation is usually delivered together with a copy of the original, so the reviewer can match them page for page.
Certified, notarized, and apostilled translations compared
| Certified | Notarized | Apostille | |
|---|---|---|---|
| What it is | Translation plus a signed certificate of accuracy | A certified translation whose certificate is signed before a notary public | A government certificate that authenticates a public document, such as a notary’s signature, for use abroad |
| What it verifies | That the translation is complete and accurate | The identity of the person signing the certificate | The authenticity of the signature or seal on the document |
| Who issues it | The translator or translation company | A notary public | The designated authority, usually the Secretary of State |
| Usually required by | USCIS, universities, courts, and most U.S. agencies | Some courts, schools, consulates, and banks | Foreign governments in Hague Convention countries |
Ask the receiving office what it requires before you order. Paying for notarization or an apostille that no one asked for adds cost and time; leaving one out when it is required means starting over.
What USCIS requires
Under 8 CFR 103.2(b)(3), any document in a foreign language that is submitted to U.S. Citizenship and Immigration Services must come with a full English translation, and the translator must certify that the translation is complete and accurate and that they are competent to translate from the foreign language into English. In practice, that means:
- The translation must be complete. USCIS does not accept summaries.
- Notarization is not required.
- The applicant or petitioner should not translate and certify their own documents. Use an independent professional translator or translation company.
- Names, dates, and document numbers must match across every document in the file. Inconsistent spellings are a common reason for a Request for Evidence.
Who can certify a translation?
In the United States, there is no government license for translators, and any competent translator can sign a certificate of accuracy. That makes the quality of the translator, and of the process behind them, the real safeguard. Professional credentials such as American Translators Association (ATA) certification show that an individual translator has passed a rigorous exam, but U.S. agencies do not require them for a certified translation.
Other countries work differently. Many civil-law countries, including Spain, Germany, France, and much of Latin America, use sworn or court-appointed translators whose seal is required for official use. If your document is going abroad, confirm whether the receiving country requires a sworn translator, a notarized translation, an apostille, or all three.
Documents that usually need a certified translation
- Civil records: birth, death, marriage, and divorce certificates; adoption and name-change records; passports and national IDs.
- Immigration evidence: police clearances, court records, military and employment records, bank and tax records, and affidavits.
- Academic records: diplomas, degree certificates, transcripts, course descriptions, and professional licenses.
- Legal and business records: court filings, judgments, contracts, powers of attorney, and corporate documents for litigation or regulatory filings.
Common reasons certified translations are rejected
- Incomplete translation: stamps, seals, or handwritten notes were skipped.
- Names that do not match: a name is spelled one way on the birth certificate and another way on the marriage certificate.
- Dates read the wrong way: 04/03 rendered as April 3 when the original meant March 4.
- No certificate, or an incomplete one: the statement of competence or the signature is missing.
- Layout lost: tables and page order no longer match the original, so the reviewer cannot compare them.
How long does a certified translation take?
Short documents, such as a birth certificate, a diploma, or an ID of one to three pages, are typically delivered in 24 to 48 hours. Transcripts, court records, and multi-document evidence packets take longer and should be scheduled against your filing date. Tell your provider the deadline when you request the quote, so delivery is planned around it.
Frequently Asked Questions
What is the difference between a certified and a notarized translation?
A certified translation comes with a signed certificate of accuracy from the translator or translation company. A notarized translation is a certified translation whose certificate was signed in front of a notary public. The notary verifies the identity of the signer, not the quality of the translation.
Does USCIS require a notarized translation?
No. USCIS requires a complete English translation and a certification from the translator that it is complete and accurate and that they are competent to translate. Notarization is not required.
Can I translate my own documents for USCIS?
You should not. The applicant or petitioner is not an independent translator, and a self-certified translation invites a Request for Evidence. Use a professional translator or translation company.
Can a friend or family member certify my translation?
Technically, any competent translator can sign the certificate, but a reviewer may question a translation certified by someone with a personal interest in the case. A professional translation company also checks names, dates, and numbers against the original, which is where most errors happen.
Do I need an apostille on my translation?
Only if the document will be used in another country that is party to the Hague Apostille Convention and that country requires one. Apostilles are not needed for documents filed with USCIS or most U.S. agencies.
Is a certified translation the same as a sworn translation?
No. Sworn translators are appointed by courts or governments in many civil-law countries. The United States has no sworn translators; a certified translation with a certificate of accuracy is the U.S. standard.
Does a certified translation expire?
No. A certified translation stays valid as long as the original document does. If the original is reissued or amended, the new version needs a new translation.
