What Is a Certified Translation and When Do You Need One?

You've been asked to submit a "certified translation" of your birth certificate, diploma, or marriage license. But what exactly does that mean — and does any translation qualify?

The short answer: no. A certified translation has specific requirements, and submitting the wrong type can get your application rejected.

A certified translation is a translation accompanied by a signed statement from the translator (or translation company) attesting that:

1. The translation is accurate and complete
2. The translator is competent in both the source and target languages
3. The translator is not a party to the matter requiring the translation

This certification statement is typically printed on the translation itself or on a separate page attached to it. It includes the translator's name, signature, date, and often their contact information.

Important: In the United States, there is no government licensing body for translators. "Certified" refers to the translator's certification of their own work — not a government-issued credential.

These terms are often confused:

• Certified translation: The translator certifies the accuracy of their own work
• Notarized translation: A notary public witnesses the translator's signature on the certification statement

Some agencies and institutions require notarized translations. USCIS (U.S. Citizenship and Immigration Services), for example, requires certified translations but does not require notarization. Other institutions — courts, universities, some foreign governments — may require notarization.

Always check what the receiving institution specifically requires.

USCIS requires certified translations for all foreign-language documents submitted with immigration applications. This includes:

• Birth certificates
• Marriage and divorce certificates
• Police clearance certificates
• Court records
• Military records
• School records and diplomas

Per USCIS regulations, the translator must certify that they are "competent to translate" and that the translation is "accurate."

Federal and state courts require certified translations for foreign-language documents entered as evidence. Some courts also require notarization or even court-certified translators.

Most U.S. universities require certified translations of foreign academic transcripts and diplomas for admissions. Some may also require a credential evaluation from an organization like WES (World Education Services).

Various federal and state agencies require certified translations for applications, licenses, and official proceedings.

Many foreign countries require certified translations of U.S. documents. Requirements vary by country — some also require apostilles or notarization.

• Birth certificates
• Marriage certificates
• Divorce decrees
• Death certificates
• Passports and national ID cards
• Driver's licenses
• Academic transcripts and diplomas
• Medical records
• Legal contracts and agreements
• Court documents and judgments
• Business documents

A complete certified translation package should contain:

1. The full translation of the document, formatted to mirror the original as closely as possible
2. A certification statement signed by the translator
3. The translator's credentials (name, contact information, languages)
4. The date of the translation

Some agencies also want a copy of the original document attached to the translation.

At Apostille & Translations LLC, we offer:

• Same-day translation: For urgent needs, delivered the same business day
• 24-hour translation: Standard certified translation delivered within 24 hours
• Rush service: For complex documents or large volumes

Turnaround depends on document length, language pair, and complexity. A standard one-page birth certificate can often be completed within hours.

A rejected translation can delay your immigration case, visa application, or legal proceeding by weeks or months. Common reasons for rejection include:

• Incomplete translation (missing sections)
• Inaccurate translation
• Missing or improper certification statement
• Translator not competent in the specific language pair

Our translators are native speakers with professional credentials in their language pairs. We guarantee accuracy and proper certification for every document we translate.

Need a certified translation? Book an appointment or call us at 646-838-3035. We serve clients throughout the NYC area and accept documents by mail or email.