Why IRCC rejects translated documents
According to IRCC, if your supporting document is not in English or French, you must submit it with a certified translation, a certified copy of the original, or an affidavit from the translator, depending on who translates your document. This applies to documents like birth certificates, marriage certificates, police reports, and school records.
Failure to do this may result in your application being returned, a request for more documents (which may delay things), or even outright rejection. Even something as small as a missing stamp or using the wrong translator can affect your whole application.
Also, IRCC now uses AI tools to review applications. This means errors like poor formatting or missing details are picked up much faster, so there’s less room for mistakes than before.
For more details, check the IRCC Help Centre or read our full guide on IRCC translation requirements.
8 common IRCC translation rejections
1. Using a family member, friend, or immigration consultant as a translator
When translating documents for IRCC, your family member, friend, or immigration consultant cannot translate and certify your documents. This is because it may lead to bias and IRCC will question the credibility of your translation.
Only translators who are members of recognised professional bodies like ATIO in Ontario or OTTIAQ in Québec can certify a document. If IRCC finds the translator isn’t qualified, your document will be rejected.
How to avoid it: Always use a certified translator who is a member of a recognised translation association. Check that their credentials are clearly stated on the certification statement attached to the translation.
2. Missing or incomplete certification statement
Every certified translation submitted to IRCC must include a certification statement. This is a signed declaration from the translator confirming that the translation is accurate and complete. The statement must include;
The translator’s full name
Their credentials or membership number
Contact information
The languages involved
A declaration that the translation matches the original document
If the certification statement is missing, or does not include any of these elements, the translation becomes non-compliant and IRCC will reject it.
How to avoid it: Verify that the certification statement includes all required elements before submitting your document. Translayte includes a Certificate of Translation Accuracy with every certified translation.
3. Submitting a partial or summary translation
One of IRCC’s translation requirements is that the entire document should be translated, not just important sections.
Headers, footers, form labels, section titles, and every piece of text must be translated. If a portion of the document is left untranslated, IRCC may reject the translation on the grounds that it is incomplete.
How to avoid it: Ensure your translator has access to the full original document and provides a complete translation of all text. Review the translated document yourself to confirm nothing has been omitted before submitting.
4. Missing translation of stamps, seals, or reverse-side content
Stamps, seals, handwritten notes, and any text on the back of a document must also be translated. IRCC expects a complete representation of the original, and leaving out stamps or back-side notes can cause rejection.
How to avoid it: Provide high-quality scans of both sides of your documents and confirm that all seals, stamps, and handwritten notes are included in the translation.
5. Not including a certified true copy of the original
You cannot submit a certified translation alone. IRCC also requires that you submit a certified true copy of the original document. That is, a photocopy of the original document, verified by an authorised individual (such as a commissioner of oaths, notary, or regulated professional) to confirm it is a true and accurate reproduction of the original.
How to avoid it: Always include a certified true copy of the source document when submitting a certified translation.
6. Using a translator who isn’t fully certified
Some translators are in the process of obtaining their professional certification but have not yet completed it. While for some, their credentials may have expired. A translation produced by someone whose membership or accreditation is pending or expired is not considered valid by IRCC, even if the translator is highly qualified in practice.
IRCC requires the translator to hold active, current credentials at the time the translation is produced. This usually means being a member of a recognised professional body such as ATIO (Ontario), OTTIAQ (Québec), STIBC (British Columbia), ATIA (Alberta), ATIS (Saskatchewan), or ATIM (Manitoba). If those credentials cannot be verified, the document will be treated as non-compliant.
How to avoid it: Before working with a translator or translation agency, confirm that they hold a current and active membership with a recognised professional body. You can also ask for their membership number and verify it directly with the relevant association if necessary.
7. Using machine translation (Google Translate, ChatGPT, etc.)
Machine/AI translation tools like Google Translate, DeepL, and ChatGPT are great, but their translations are not accepted by IRCC. These tools cannot provide a certified translation and there’s no qualified human professional confirming the accuracy of the translation.
While it may appear as cost-effective, they do not have the legal validity that IRCC demands and as such, are considered non-compliant. Using machine translation is one of the common reasons for rejection.
How to avoid it: Never use automated translation tools for any document submitted to IRCC. All translations must be produced and certified by a qualified human translator.
8. Name spelling inconsistencies across documents
If your name is spelled differently on multiple documents, for example, your birth certificate vs. your marriage certificate, IRCC may question whether the documents belong to the same person.
These differences can happen due to transliteration, such as, translating a Japanese name written in characters to English, clerical errors, or translation mistakes, making it important for you to review the documents before submitting to IRCC.
How to avoid it: Review all your documents and check that your name is consistent across every one of them. If there’s a genuine discrepancy, include a statutory declaration or legal document explaining it.
What to do if your IRCC translation has been rejected
If IRCC has sent your application back or asked for additional documents because of a translation issue, don’t panic, it can be fixed. But you need to handle it correctly.
Here’s what to do instead of panicking;
Do not try to edit or fix the original translation yourself. IRCC will still consider it non-compliant. You’ll need a completely new, fully certified translation from a qualified professional.
Order a new translation and be clear about your needs. Tell the translator it’s for an IRCC application, and share details like your immigration stream and receiving office so everything is done correctly.
Submit the new translation with the right supporting documents. Include the original document or a certified true copy, and check that there are no name inconsistencies across your documents.
Double-check everything before resubmitting. You really don’t want to be rejected a second time. Asides from the delays, it can just be really frustrating.
Use an express service if you’re short on time. Luckily, providers (like Translayte) can deliver accurate certified translations in as little as 12 hours.
Need a fast, compliant translation? Upload your document for an instant quote. Express delivery from 12 hours.
How Translayte helps you avoid IRCC translation rejections
Every Translayte translation is done by a certified, CTTIC-accredited translator, including members of ATIO, OTTIAQ, STIBC, ATIA, ATIS, and ATIM, so your documents meet IRCC’s professional standards from the start.
Each translation comes with a signed certification, the translator’s stamp, membership number, and full contact details. Every word is translated, including stamps, seals, and any text on the back. The layout matches the original document, making it easy for immigration officers to review.
If IRCC ever rejects a translation for any reason, Translayte will retranslate it at no extra cost. But you never have to worry about that because all our translations have a 100% IRCC acceptance guarantee.
Check Prices & Place Your Order
