How to Get a Document Officially Translated: Step by Step

"Official translation" is not a legal term in the US. When an agency, court or school asks for one, it almost always means a certified translation: a complete translation with a signed statement from the translator that it is accurate. Sometimes it means a notarized one too. Here is how to get it right the first time.

Step 1: Find out exactly what the receiving office requires

Read the instructions from the office that will receive the document, and look for these words:

• "Certified translation": translation plus translator's certificate of accuracy.
• "Notarized," "sworn," or "affidavit": the certificate must also be signed before a notary. See certified vs. notarized.
• "Apostille" or "legalized": the document is going abroad or coming from abroad, and the order of steps matters. See translation and apostille: which comes first?
• Restrictions on who may translate: for example, credential evaluators that do not accept translations by the applicant.

If the instructions say nothing, call or email the office. It takes five minutes and avoids a resubmission.

Step 2: Make a complete, legible copy

The translator can only translate what they can see. Before you send anything:

• Scan or photograph every page, including the back. Stamps, apostilles and registration notes are often on the reverse.
• Use good, even light, and keep the whole page in frame with the edges visible.
• Make sure seals and handwriting are readable. A PDF scan at 300 dpi is ideal; a sharp phone photo usually works.

Step 3: Give the translator the spellings you use

Names in non-Latin scripts (Cyrillic, Arabic, Chinese, Greek and others) can be transliterated several ways. Tell the translator how your name, and your parents' names, appear in your passport or other US records. That keeps the translation consistent with the rest of your file. See name spelling across translated documents.

Step 4: Choose a translator

For official use, look for:

• a human translator who will sign a certificate of accuracy with both the accuracy and competence statements (not machine output; see why Google Translate is not enough);
• a clear price before you commit;
• notarization available if you need it;
• someone independent of your case, if it is an immigration filing (see translating your own documents).

Step 5: Review the draft before it is finalised

You know your own details better than anyone. When you receive the translation, check:

• every name, against your passport;
• every date, especially the day and month order;
• document numbers and places;
• that stamps, seals and handwritten notes appear in the translation, not only the printed text.

Report anything that looks wrong before you submit. A reputable translator will correct genuine errors.

Step 6: Submit the package in the right order

A certified translation package is usually: certificate of accuracy, then the translation, then a copy of the original. Keep them together, and follow the receiving office's instructions if it specifies a different order. For USCIS, submit copies unless the instructions specifically ask for originals.

How it works with us

At Global Certified Translations you upload your document and get an instant word-count quote. The first page (up to 250 words) is $49, then $0.12 per word. The certificate of accuracy is included, standard turnaround is 24 hours, and expedited delivery is available. Notarization is $19 per document. We translate over 100 languages; see our language list.