Translations and certified copies: what counts
Requirements for translated documents, who can certify them, and common formatting mistakes that delay applications.
- Use a qualified translator and include a signed declaration.
- Keep the original document and the translation together.
- A certified copy is not the same thing as a translation.
- Check whether the visa office wants colour scans or paper originals.
Translation requirements
Documents in a language other than English or French usually need a translation. The translator must be competent to translate from the original language and must include a signed statement confirming that the translation is accurate.
Some offices also require the translator's contact details, credentials or a stamp. A translation without a declaration can be returned even when the translation itself is correct.
Certified copies
A certified copy confirms that a copy matches an original document. It does not replace a translation, and a translation does not prove that the original exists. Some applications require both.
The person authorised to certify a copy varies by country. A notary, lawyer, commissioner of oaths or local government officer may be accepted. Check the instructions for the country where you are applying rather than assuming your home-country process applies.
Common formatting mistakes
Cropped scans, missing pages and unreadable stamps are frequent causes of delay. Name files consistently so an officer can match each translation to its original.
If a document has a seal or handwritten annotation, make sure it appears in both the scan and the translation. Do not cover any part of the document when taking a photograph.