Certified, sworn, notarised or apostilled translation: what is the difference

If an office abroad has asked you for an "official translation", you have probably met at least four different terms: certified, sworn, notarised and apostilled. They sound alike, and people often use them as if they mean the same thing. They do not. Each one describes a different step, done by a different person, for a different reason.

This guide explains the four in plain words, shows how they fit together, and gives you a simple way to work out which one you need. The short answer is always the same: the receiving authority decides, so start by asking them.

Certified translation

A certified translation is a translation plus a signed statement saying that it is complete and accurate. The statement usually sits on its own page at the end. It includes the translator's name, signature, contact details and the date.

The point of the statement is accountability. Whoever reads the translation knows who made it and that this person stands behind it. In many countries, for example the UK, the United States and Ireland, this standard certified translation is what offices usually ask for. The translator does not need to hold a special title for it.

Sworn translation

A sworn translation is made by a translator who has been sworn in or appointed by a court or authority of the receiving country. The title is tied to that country's own system. A sworn translator in one country is not automatically recognised as sworn in another.

Countries that often ask for sworn translations include Germany, France, Spain, Italy and the Netherlands. Each has its own name for the role, such as beeidigter Übersetzer, traducteur assermenté or traductor jurado.

Notarised translation

A notarised translation is one where a notary public certifies the translator's statement. This is the part people often misunderstand. The notary does not check or certify the translation itself. The notary confirms the statement attached to it, typically the translator's signature.

Some offices ask for this extra layer because it ties the translator's statement to a public official. Others do not need it at all. If you are told to bring a notarised translation, ask whether they mean a notary's certification of the translator's statement, because that is what the term normally covers.

Apostilled translation

An apostille is a certificate that authenticates a public document for use in another country that is a member of the Hague Apostille Convention. It confirms things like the signature and the capacity of the official who issued the document. You can read more in our apostille guide.

The key point: an apostille authenticates the underlying public document. It is separate from the translation. When someone says "apostilled translation", they usually mean a set where the original public document has an apostille and the translation travels with it. Whether the translation itself also needs any stamp depends on the receiving authority.

How the four fit together

• Certified: the translation with a signed statement of accuracy.
• Sworn: made by a translator appointed by a court or authority of the receiving country.
• Notarised: a notary public certifies the translator's statement, not the translation.
• Apostilled: the original public document is authenticated with an apostille, separate from the translation.

These are not four levels of the same thing. They answer different questions. Who translated it? Is that person recognised by the receiving country? Has a public official confirmed the translator's statement? Is the original document authentic? A single case can need one, two or more of them.

How to find out which one you need

Start with the office that will receive the document. Ask them three things: which kind of translation they accept, whether the original needs an apostille, and whether they want the translation made in a particular country. Write the answers down before you order anything.

The certification type usually depends on the country where the document will be used. That is why our calculator asks for the country of use and then shows the options that fit. If you already know the country, our pages on certification by country give a short overview of what is usually expected.

Common mix-ups

People often order a notarised translation when a sworn one was needed, or the other way round. Another common mistake is to think the apostille covers the translation. It usually does not. It covers the public document it is attached to.

A third mix-up is timing. Some offices want the apostille on the original before translation, so that the translation also covers the apostille text. Others are happy either way. Our article on whether the translation comes before or after the apostille explains how to check.

Next step

Once you know what the receiving office expects, open the translations calculator, choose your languages and the country of use, and upload a clear scan or photo. If you also need the document notarised or apostilled, you can book a notary meeting in the same place.