Certified, Notarized and Sworn Translations? What are they, what’s their difference and when to use them.

Certified, Notarized and Sworn Translations? What are they, what’s their difference and when to use them.

Last Update: February 26, 2025

STATING THE OBVIOUS... WHAT IS TRANSLATION?

Translation is the process of converting the meaning of a written message (text) from one language to another.

There are many reasons you might need a document translated, but sometimes, just translation isn’t enough—especially with legal documents. Depending on where the translation is needed, there are specific procedures that must be followed, and these can vary quite a bit from one place to another.

WHEN DO YOU NEED A TRANSLATION TO BE CERTIFIED, NOTARIZED, OR SIGNED BY A SWORN TRANSLATOR?

There are a few common scenarios when you may need a certified translation:
  • A government entity is requesting a translated document from you.
  • Requests for documents, such as birth certificates, marriage certificates and licenses, passports, or other legal documents, especially in immigration cases.
  • Academic transcripts needed for admission to a university. (FYI: translation of transcripts is NOT the same as Transcript equivalency)*
  • Documents requiring an apostille for international submission.
  • Legal documents intended for submission to court record.

CERTIFIED TRANSLATION

A Certified document translation must be completed by a professional translator. Certified translation simply means that a document's translator is a qualified professional, and has included a signed declaration confirming this. Essentially, this type of translation is a guarantee of quality on the part of the translation company.

NOTARIZED TRANSLATION

A notarized translation focuses on following official procedures. Translations must therefore be overseen by a notary—who has simply been authorized by the government to oversee legal formalities. In these cases, anyone can provide the translation, as they simply need to declare that the translation is accurate to the best of their knowledge, and sign an affidavit to this end. The translator must sign a certificate statement with the notary as a witness, who will also provide the translation with their stamp and signature.

SWORN TRANSLATION

A sworn translation is a specialized type of translation involving the translation of legal documents by a sworn translator who holds legal authorization to validate and certify the accuracy of the translated text. Sworn translations have legal validity and are recognized by official institutions. A sworn translation shows that the document translation is genuine, much like a notarized translation does. But unlike the notarized kinds, sworn translations do not have to be signed in front of a notary public. Instead, the seal of a sworn translator is enough.

NEXT STEPS

Not sure which one you need? At MTLS, we are here to answer all your questions about legal translations and certification. If you have any questions or concerns, you can contact us at translation@mtlanguageservices.com or even easier:

2. Upload your files.
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Certified, Notarized and Sworn Translations file upload button

3. Tell us where you're submitting the file and what type of certificate you need.

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