I hear this
question almost every day — usually from a client who had a translation done by
themselves or someone they know, then found out the institution wouldn't accept
it. The difference is simpler than it sounds, but the consequences are serious.
Confusing the two can lead to a loss of time and money.
What Is a Regular Translation
Anyone fluent
in a language can translate any text. Even if the language is accurate, this
translation carries no official validity. A translation done by a friend or by
translation software, however technically correct, falls into this category.
It's enough for personal use, but not for official processes.
What Is a Certified Translation
A certified
translation is done by a translator who has taken an oath before a notary,
formalised with an official record. The translator applies their own stamp and
signature to the translation, legally taking responsibility for its accuracy.
Without that signature and stamp, no official institution will accept it.
Why This Difference Matters So Much
For official
processes — visa applications, university enrolment, marriage procedures, court
proceedings — institutions care not only about the translation's accuracy but
about 'who did it, and under what authority.' A sworn translator's signature
provides that assurance. So it's not just about language, but about official
responsibility.
The Confusion Between Certified Translation and
Notarisation
These two are
frequently confused but are separate steps. Certified translation is the
translator taking responsibility for accuracy with their own signature and
stamp. Notarisation is the notary confirming that the signature genuinely belongs
to that translator — an additional layer. Some institutions accept certified
translation alone, others also require notarisation.
A Real Example
A client,
applying to a university abroad, had their diploma translated by a friend with
good English. The translation was linguistically flawless — but the university
didn't accept it, because it lacked a sworn translator's signature and stamp.
In the end they had to have the document re-translated from scratch, certified,
and this delayed the application process by weeks. The lesson: for a document
going to an official place, the translation's accuracy alone isn't enough — its
official validity is essential too.
Frequently Asked
'My English is
very good — can I translate my own document?' — For official processes, no; the
institution wants a translation by an independent, authorised third party, and
you can't translate your own document. 'Is certified translation the same in
every country?' — No, the system varies from country to country; in some a
'sworn translator' applies, in others a notarised translation. 'Can I translate
with Google Translate and have a sworn translator certify it?' — A sworn translator
does the translation under their own responsibility, checking it themselves;
they don't blindly certify a ready machine translation.
If you're not
sure whether your document needs a certified translation or a regular one, just
message us — clarifying this usually takes a few minutes. Far easier than
having the wrong type done and starting over.