If you have been asked to provide a certified translation, it usually means that a standard translation is not enough. The translated document needs to be accompanied by a formal statement confirming that the translation is accurate and complete.
Certified translations are often requested when documents are being submitted to an official body, government department, university, employer, solicitor, court or immigration authority. The exact requirements can vary depending on who is asking for the document, which is why it is always worth checking before you order the translation.
If you already know you need one, you can visit our certified translation services page to request a quote.
What does certified translation mean?
A certified translation is a translation that comes with a signed declaration from the translator or translation company. This declaration confirms that the translated text is a true and accurate representation of the original document.
In many UK contexts, a certified translation will usually include:
- confirmation that the translation is accurate
- the date of translation
- the translator’s or translation company’s name
- contact details
- a signature, stamp or official statement
For example, UK visitor visa guidance says that documents not in English or Welsh must be accompanied by a full translation that can be independently verified. The translation should include confirmation of accuracy, the date, the translator’s full name and signature, and their contact details.
GOV.UK guidance for visa supporting documents, for example, states that documents not in English or Welsh must be accompanied by a full translation that can be independently verified. The translation should include confirmation of accuracy, the date of translation, the translator’s full name and signature, and contact details.
In simple terms, the certification gives the receiving organisation confidence that the translation has been completed professionally and can be traced back to the person or company that prepared it.
When might you need a certified translation?
Certified translations are commonly needed when translated documents are being used for official, legal, academic or administrative purposes.
Examples include:
- birth certificates
- marriage certificates
- death certificates
- divorce certificates
- academic certificates and transcripts
- passports and identity documents
- immigration and visa documents
- employment records
- bank statements
- contracts and legal documents
- company registration documents
- medical documents, depending on the receiving authority
Not every document needs to be certified. In many cases, it depends on the organisation receiving it. A university, court, government department or overseas authority may each have slightly different requirements.
That is why the safest approach is to check the instructions given by the receiving body before placing your order.
Certified, notarised and legalised translation: what is the difference?
People often use these terms interchangeably, but they do not mean exactly the same thing.
A certified translation includes a formal statement confirming that the translation is accurate and complete.
A notarised translation usually involves a notary public witnessing or confirming the translator’s declaration. The notary is not normally checking the quality of the translation itself. They are confirming the identity or declaration of the person signing it.
A legalised translation may be required when a translated document is being used internationally. This can involve additional authentication, such as an apostille, depending on the country and authority involved.
The Institute of Translation and Interpreting explains that official translation requirements vary depending on the country and purpose of use. Its guidance also distinguishes between certified, notarised, legalised and apostilled translations, which is why these terms can sometimes cause confusion for clients.
If you are unsure which version you need, check with the organisation requesting the document. Asking this before the translation is prepared can save time and avoid the need for changes later.
Who can certify a translation in the UK?
The UK does not have a single “sworn translator” system in the same way that some countries do. In many cases, certified translations in the UK are prepared by professional translators or translation companies who provide a signed statement of accuracy.
UK industry guidance from the Association of Translation Companies, the Chartered Institute of Linguists and the Institute of Translation and Interpreting recommends using a qualified, registered translator or translation company, especially where accuracy and acceptance by public authorities matter.
This is another reason why it is important to use a professional translation provider. A friend, colleague or bilingual family member may understand both languages, but their translation may not be accepted if the receiving authority requires formal certification.
Why requirements can vary
One of the most common misunderstandings around certified translation is the idea that there is one universal rule. In reality, requirements depend on where the document is going.
For example, a UK university may have one set of requirements. A visa application may have another. A solicitor, court, overseas government department or professional regulator may ask for additional information, notarisation or legalisation.
This does not mean the process has to be complicated. It simply means the translation should be prepared in the right format from the beginning.
Before ordering, it helps to know:
- who the translated document is for
- whether they have asked for certified, notarised or legalised translation
- whether they require a hard copy, digital copy or both
- whether the translation needs to be submitted by a certain date
- whether there are any formatting instructions
A professional translation company can help you understand the likely options, but the final requirement usually comes from the receiving organisation.
How Kwintessential can help
Kwintessential provides certified translations for a wide range of personal, legal, academic, financial and business documents.
Our team can help you prepare translations for official use and provide the appropriate certification statement with your translated document. We can also advise when you may need to check whether notarisation or legalisation is required.
If you need a certified translation, visit our certified translation services page to find out more or request a quote.