When you need to use foreign-language documents in the United States or translate English documents for use abroad, a certified translation is often required. But not all translations are created equal, and understanding the requirements can save you time, money, and frustration. Here are five critical things you must know before getting a certified translation.

1. Understand What "Certified Translation" Actually Means

The Definition

A certified translation is a translation accompanied by a signed statement from the translator or translation company certifying that the translation is accurate and complete to the best of their knowledge and ability. This certification statement typically includes:

The translator's name and signature
The translator's contact information
A statement certifying the accuracy and completeness of the translation
The date of certification
The translator's qualifications (in some cases)

What It's NOT

Certified translation is often confused with other types of authentication:

Notarized Translation: A notarized translation has been signed by the translator in the presence of a notary public. While some countries require this, U.S. immigration authorities (USCIS) do not—they only require the translator's certification statement.
Sworn Translation: Common in some countries, this involves a translator who is officially registered with courts or government bodies. The U.S. doesn't have this system, but some countries require it for documents used there.
Official Translation: This vague term can mean different things in different contexts. Always clarify exactly what type of authentication is required.

Who Can Certify a Translation?

Selecting a qualified translator is crucial for ensuring your documents are accepted. Here's what to look for:

ATA Certification: The American Translators Association (ATA) offers certification exams in various language pairs. ATA-certified translators have demonstrated professional competence.
Court Certification: Some states certify translators for court proceedings. These translators are highly qualified for legal documents.
Professional Memberships: Membership in organizations like ATA, NAJIT (National Association of Judiciary Interpreters and Translators), or similar professional bodies indicates commitment to professional standards.
Specialized Experience: Look for translators with experience in your specific document type (legal, medical, technical, etc.).

2. Know the USCIS Requirements (If Applicable)

If you're submitting translated documents to U.S. Citizenship and Immigration Services (USCIS), you must follow their specific requirements. USCIS is very particular about translations, and failure to meet their standards can result in delays or denials.

USCIS Translation Requirements

Complete Translation: Every word on the original document must be translated, including stamps, seals, signatures, and handwritten notes. Nothing can be omitted.
Certification Statement: The translation must include a signed certification statement from the translator attesting to their competence and the accuracy of the translation.
Translator Competence: The translator must be competent in both English and the source language. They don't need to be a professional translator, but they must be fluent.
Not the Applicant: The translator cannot be the applicant, petitioner, or anyone with a beneficial interest in the application.
Original Document Copy: You must submit a copy of the original foreign-language document along with the certified translation.

Common USCIS Translation Mistakes

Incomplete translations: Leaving out stamps, seals, or handwritten notes
Missing certification statement: Forgetting to include the translator's certification
Unsigned certification: Not signing the certification statement
Self-translation: Applicants translating their own documents
Missing original: Submitting only the translation without a copy of the original document

3. Choose the Right Translator or Translation Service

Selecting a qualified translator is crucial for ensuring your documents are accepted. Here's what to look for:

Professional Credentials

While not required by USCIS, professional credentials indicate expertise and reliability:

ATA Certification: The American Translators Association (ATA) offers certification exams in various language pairs. ATA-certified translators have demonstrated professional competence.
Court Certification: Some states certify translators for court proceedings. These translators are highly qualified for legal documents.
Professional Memberships: Membership in organizations like ATA, NAJIT (National Association of Judiciary Interpreters and Translators), or similar professional bodies indicates commitment to professional standards.
Specialized Experience: Look for translators with experience in your specific document type (legal, medical, technical, etc.).

Questions to Ask Before Hiring

Are you familiar with USCIS (or relevant agency) translation requirements?
What are your qualifications and experience?
What is your experience translating this type of document?
What is your turnaround time?
What is your pricing structure? (per word, per page, flat rate?)
Do you provide a certification statement?
What if the translation is rejected—do you offer revisions?
Do you carry professional liability insurance?

Red Flags to Avoid

Extremely low prices: Quality translation requires expertise and time. Suspiciously low prices often indicate machine translation or unqualified translators.
Instant turnaround: Professional translation takes time. Be wary of services promising immediate delivery for complex documents.
No certification statement: If a service doesn't mention providing certification, ask explicitly.
Unwillingness to answer questions: Professional translators should be happy to discuss their qualifications and process.
No contact information: Legitimate translation services provide clear contact information and business details.

Translation Companies vs. Individual Translators

Translation Companies:

Pros: Faster turnaround, quality control processes, handle multiple languages, professional presentation
Cons: Higher cost, less personal service, may use different translators for different documents

Individual Translators:

Pros: Lower cost, direct communication, consistent translator for all documents, personal attention
Cons: Longer turnaround, limited language pairs, may lack business infrastructure

4. Understand Costs and Turnaround Times

Typical Pricing Structures

Translation services use various pricing models:

Per Word: $0.10-$0.30 per word is typical for common language pairs (Spanish, French, German). Rare languages cost more ($0.20-$0.50+ per word).
Per Page: $25-$75 per page, depending on language pair and document complexity. A "page" is typically 250-300 words.
Flat Rate: Some services charge flat rates for standard documents like birth certificates ($25-$50) or diplomas ($30-$60).
Hourly Rate: $50-$150 per hour, more common for complex technical or legal documents requiring extensive research.

Factors Affecting Cost

Language Pair: Common languages (Spanish, French, German, Chinese) cost less than rare languages (Icelandic, Swahili, Tagalog).
Document Complexity: Legal, medical, and technical documents cost more than simple personal documents.
Urgency: Rush service (24-48 hours) typically costs 50-100% more than standard turnaround.
Document Condition: Handwritten, faded, or damaged documents require more time and cost more.
Formatting: Documents requiring special formatting (tables, charts, official layouts) cost more.
Certification Type: Notarized or sworn translations cost more than simple certified translations.

Cost Examples for Common Documents

Document Type	Typical Cost	Turnaround
Birth Certificate	$25-$50	1-2 days
Marriage Certificate	$25-$50	1-2 days
Diploma/Transcript (1 page)	$30-$60	2-3 days
Police Clearance	$40-$80	2-3 days
Power of Attorney	$50-$150	3 days
Contract (per page)	$40-$100	3 days

5. Know When Translation Must Be Combined with Apostille

The Order Matters

When you need both translation and apostille, the order depends on the destination country's requirements:

Scenario 1: Apostille First, Then Translate

Most common for documents going from the U.S. to foreign countries:

Get the original U.S. document apostilled
Have the apostilled document translated by a certified translator in the destination country
The destination country's authorities verify the apostille and accept the local certified translation

Scenario 2: Translate First, Then Apostille the Translation

Less common, but required by some countries:

Have the document translated by a certified translator in the U.S.
Have the translator's signature notarized
Get an apostille for the notarized translation
Submit both the apostilled original and apostilled translation

Scenario 3: Foreign Documents for Use in the U.S.

Get the original document apostilled in the country of origin
Have it translated by a certified translator in the U.S.
Submit both the apostilled original and certified translation to USCIS or other U.S. authorities

Country-Specific Requirements

Different countries have different requirements for translated documents:

Spain: Requires sworn translations (traducción jurada) by translators registered with the Spanish Ministry of Foreign Affairs. The translation itself may need apostille.
France: Requires translations by sworn translators (traducteur assermenté) registered with French courts. Apostille the original, then translate.
Germany: Accepts certified translations by qualified translators. Apostille the original first, then have it translated by a certified translator in Germany.
Italy: Requires sworn translations (traduzione giurata) by court-registered translators. The translation may need to be legalized at the Italian consulate.
China: Requires notarized translations, authentication by the Chinese embassy, and sometimes additional verification by Chinese authorities.

Always verify current requirements with the destination country's embassy or consulate before proceeding.

Working with Combined Services

Many apostille services also offer certified translation, which can simplify the process:

Advantages: One-stop service, coordinated timing, expertise in both processes, often faster overall
Considerations: May cost more than using separate services, ensure they have qualified translators for your language pair

Additional Tips for Certified Translations

Document Preparation

Provide clear, legible copies or scans of documents
If documents are handwritten, ensure handwriting is readable
Include all pages, even if some appear blank
Point out any unusual features (stamps, seals, handwritten notes) to the translator

Quality Assurance

Review the translation for obvious errors or omissions
Verify that all stamps, seals, and signatures are mentioned in the translation
Check that the certification statement is complete and signed
Ensure the translator's contact information is included

Record Keeping

Keep copies of both the original document and certified translation
Store digital copies in multiple secure locations
Keep the translator's contact information for future reference
If submitting to government agencies, keep proof of submission

Conclusion

Getting a certified translation doesn't have to be complicated if you understand the requirements and choose the right translator. Remember these five key points:

Understand what certified translation means and who can provide it
Know the specific requirements of the agency or country where you'll use the translation
Choose a qualified, experienced translator or translation service
Budget appropriately for costs and turnaround times
Understand how translation and apostille work together

By following these guidelines, you'll ensure your translated documents are accepted the first time, avoiding costly delays and rejections.

Need certified translation services? We work with professional translators in over 100 languages and can coordinate translation with apostille services for seamless document authentication. Contact us today for a free quote.

5 Things You Must Know Before Getting a Certified Translation