Documents that usually need a certified translation

Almost any document can need a translation if it is going to an office that works in another language. Some come up again and again, though. This article lists the documents that usually need a certified translation, grouped by type, with the situations where they tend to appear.

Whether your document needs one, and which kind, is decided by the receiving authority. The certification type usually depends on the country where the document will be used. Use this list to prepare, then check with the office that will receive it.

Civil status documents

• Birth certificates
• Marriage certificates
• Death certificates
• Divorce papers

These often come up in immigration and visa applications, when marrying or divorcing abroad, and when handling an estate in another country. Many of them are public documents, so the original may also need an apostille. Our guides on marriage abroad, death certificates and divorce certificates cover the apostille side.

Police and criminal record certificates

Police certificates and criminal record extracts are often asked for in visa and residence applications and for some jobs abroad. The receiving office usually wants the full certificate translated, including any stamps.

Education documents

• Diplomas and degree certificates
• Transcripts of records

Universities and employers abroad often ask for these when you apply. Some also ask for an apostille on the original. Our guides on studying abroad and degree certificates explain more.

Identity documents

• Passports
• National ID cards
• Driving licences

These come up when opening a bank account abroad, registering a company, or exchanging a driving licence. Sometimes a certified copy is needed as well as a translation. Our article on certified copies and certified signatures explains the difference.

Legal documents

• Powers of attorney
• Contracts
• Court documents

Powers of attorney are often signed in front of a notary and then sent abroad, where the receiving party may need a translation. Our guide on powers of attorney covers the notarisation side.

Company and financial documents

• Company documents such as registration extracts and articles
• Bank statements

Banks, registries and business partners abroad often ask for these when you start a company or open an account. Our guides on company registration abroad and bank accounts abroad cover the document steps.

Situations where translations often come up

• Immigration and visas
• Studying abroad
• Marriage or divorce abroad
• Working abroad
• Starting a company or opening a bank account abroad

Tips for any document

• Translate the whole document, including stamps, seals and the back page if it has text.
• Upload a clear scan or photo. The original is usually not needed.
• Keep name spellings consistent with your passport.
• Ask the receiving office whether the original needs an apostille, and whether the translation should include it.

Which certification fits your country

Some countries usually accept a standard certified translation, others ask for a sworn translator. Our pages on the UK, Spain, France and the other countries in our country guide give a short overview.

Documents with several parts

Some documents are more than one page, or come with attachments. A court decision may have annexes, a company extract may have several pages, and a diploma often comes with a separate transcript. Ask the receiving office whether it needs everything translated or only certain parts. Many offices expect the full document, so assume that unless they tell you otherwise.

Older and handwritten documents

Older certificates, handwritten entries and faded stamps can be harder to read. Upload the clearest scan or photo you can, and add a note to the translator about anything that is hard to make out. If you have a newer copy of the same certificate, it may be easier to use that instead. Ask the receiving office first, as some want a recently issued copy.

Keeping your set together

When the translation arrives, store it with a copy of the original and any apostille. The receiving office usually reads them side by side, so it helps to keep them in the same order and the same file. If you send them by email, attach them together and give them clear names, such as the document type and the language.

Next step

Open the translations calculator, choose your languages and the country of use, and upload your document. If the original also needs notarisation or an apostille, book a notary meeting.