When dealing with important documents in another language — such as visa applications, legal contracts, immigration papers or academic certificates — simply translating the text may not be enough. Authorities may also require proof that the translation is accurate, complete and suitable for official use.
That’s where certified, sworn, notarised and apostilled translations come in.
These terms can be confusing, particularly because the requirements vary from one country and authority to another. Here’s a clear breakdown of what each one means and when you may need it.
Certified Translation
What is it?
A certified translation usually includes:
- A professional translation of the original document
- A signed certification statement from the translator or translation company confirming that the translation is accurate and complete
- Details identifying the translator or translation company, which may include contact information, credentials or an official stamp
The purpose of certification is to confirm that the translation is a faithful and complete representation of the original document.
When do you need it?
Certified translations are commonly required for:
- Visa and immigration applications
- Birth, marriage and death certificates
- Medical and insurance documents
- Academic transcripts and diplomas
- Court and legal documents
Who accepts them?
Government bodies, universities, courts and other official institutions may request certified translations as part of an application or administrative procedure.
The exact requirements can vary, so it is always advisable to check what the receiving organisation expects before arranging the translation.
Sworn Translation
A sworn translation is not defined in the same way in every country.
In the UK, there is no formal system of government-appointed “sworn translators”. For many UK procedures, a professionally translated document accompanied by an appropriate certification statement is sufficient.
Other countries, including France, Spain and Italy, have systems in which translators may be officially authorised or sworn by a court or government authority.
If your document is intended for use in one of these countries, the receiving authority may therefore require the translation to be completed by a sworn translator recognised in that jurisdiction.
This is why it is important to check the requirements of the country — and the organisation — where the document will ultimately be submitted.
Translation with an Apostille
What is an apostille?
An apostille is a form of international authentication issued by a competent authority under the Hague Apostille Convention.
Its purpose is to authenticate the origin of a public document, including:
- The authenticity of the signature
- The capacity in which the person signing the document acted
- Where applicable, the seal or stamp attached to the document
An apostille does not confirm the accuracy of the translation itself.
Where a translated document has first been notarised or officially certified, an apostille may be used to authenticate the relevant signature or certification for use abroad.
When do you need it?
An apostille may be required when official documents are being used in another country, for example for:
- International marriage applications
- Company registration abroad
- Cross-border legal matters
- International inheritance or property transactions
If the destination country is not part of the Hague Apostille Convention, a different authentication or legalisation procedure may be required.
Notarised Translation
What is it?
A notarised translation involves an additional verification step.
Depending on the procedure, the translator or translation company signs a certification statement or affidavit, and a notary public verifies the identity of the person signing it before adding their own signature and seal.
Importantly, the notary does not normally verify the linguistic accuracy of the translation itself. Their role is to authenticate the signature or declaration associated with it.
When do you need it?
A notarised translation may be required for:
- Foreign employment documents
- Adoption paperwork
- Certain court or immigration procedures
- Documents intended for use abroad that require additional authentication
How to Know Which Type of Translation You Need
The correct option depends mainly on:
- Where the document will be used
- Why the document is required
- The rules of the receiving authority
A document accepted as a certified translation in one country may require a sworn translator, notarisation or an apostille in another.
The safest approach is therefore to check directly with the requesting organisation — such as a government department, court, embassy, consulate or university before starting the translation process.
If you already know that you require a certified translation, you can also find more information about our Certified Translation Services.