How to Get a Certified Translation That Won't Be Rejected: Requirements, Pricing, and Trusted Services

USCIS vs IRCC vs UK requirements

Certified translation requirements are rules set by the receiving authority that determine what documents they will accept. Below is a table of requirements for USCIS, IRCC, and the UKVI.

Note: European countries mostly require sworn translators registered with courts or designated government authorities in the country. Additionally, lesser authorities like courts, educational institutions, and civil registries follow the same country requirements, but regional rules might apply.

What "certified" actually means

A certified translation is a complete package that contains the original documents, their translation, and a certificate of translation accuracy. The certificate of accuracy is what transforms the regular document translation into a “certified” one. Attaching a notary stamp, translator's stamp, qualification, or association membership does not automatically translate to certified. 

Typically, the certificate of translation accuracy will include the following details:

• Statement of competency: A declaration that the translator is fluent in both the source and target languages.

• Declaration of completeness and accuracy:  An explicit statement that the translation is complete, accurate, and faithful to the original.

• Identification of the document translated: Specific mention of what document was translated (e.g., "birth certificate issued by the City of Madrid on June 15, 1990").

• Signature, date, and stamp: The translator or translation company representative must provide a handwritten or digital signature along with the date of certification. A seal or stamp is also often applied.

• Contact information: Translator's name, address, phone number, and sometimes email (requirements vary by authority).

Note: Certified true copy, sworn translation, and notarised translation all have different definitions. 

• A certified true copy is a photocopy of an original document that has been stamped and signed by an authorised official, like a notary public.

• A sworn translation is one completed by a translator who has been officially appointed or sworn in by a government or court. This translator takes an oath to guarantee the accuracy of their translation. 

• A notarised translation is one where a notary public verifies the translator's identity, witnesses their signature on the certificate of accuracy, and applies an official stamp to the document. 

The document or translation format you submit will depend on the receiving authority's requirements. Here’s  a sample certificate of accuracy template with exact USCIS-compliant wording: 

Certification by a Translator

I [typed name], certify that I am fluent (conversant) in the English and ________ languages, and that the above/attached document is an accurate translation of the document attached entitled ______________________________.

Signature_________________________________

Date Typed Name

Address

Do you actually need notarisation?

In most cases, you don’t need notarisation for certified translations, especially for USCIS or university admissions. However, if you use a non-certified translator to translate documents meant for the IRCC, you must provide a notarised affidavit signed by the individual. 

The notarisation only confirms that the notary public has verified the translator’s identity and signature. It doesn’t have any effect on the validity or accuracy of the translation. Here are some scenarios where you will need a notarisation:

• For IRCC applications, when the translator is not certified, an affidavit must be sworn before a notary.

• For court documents, such as affidavits, powers of attorney, depositions, and other legal filings.

• Some civil registry submissions, including marriage, birth, or death certificates intended for use abroad, must also be notarised.

• Consular or embassy submissions may require notarised translations if the receiving authority explicitly requests them.

• Business incorporation documents submitted for foreign registration or trade licences often require notarisation as well.

• Note: Basic certified translation costs $24–$35 per page, while notarisation increases the rates up to $45 - $85 per page. You should avoid requesting notarisation if it’s not a requirement.

If you are looking for a reliable certified translation company with USCIS, IRCC, and UKVI acceptance, you can request a free quote to get high-quality translation from Translayte. 

Services ranked: Acceptance rates and real pricing

What this data tells you

Examining the top translation companies and their offers reveals a few key points. 

Industry standard established:

• The standard price range is $24.95 - $40 per page for certified translations.

• All companies have a USCIS acceptance guarantee. But you should always confirm with a sample translation. 

Turnaround times:

• Translayte: 12- 24 hour delivery with expedited option available, if you need documents for a same-day or next-day submission.

• Other providers: Standard 24-hour delivery, with rush options available for an additional fee.

• Complex or longer documents: If you’re translating longer or multi-page documents, expect a 5 - 7-day delivery timeline.  

IRCC requirements:

• Some companies offer Canadian-certified translators (for in-Canada applications) and an affidavit option (for outside Canada). 

• Others only offer one option. You should confirm before placing your order. 

Certifications context:

• ISO certification is available for some companies, but it's only proof of quality processes. It is not a guarantee that your translation will be accepted. 

• Almost all the companies have an ATA membership, but it's not a requirement by USCIS/IRCC.  

Red flags to watch for

• Pricing over $35/page for common languages without explanation

• No sample certificates on the website

• Claims of "USCIS certified translators" (doesn't exist)

• Missing or vague turnaround times

• Hidden fees revealed after upload

• No clear refund or revision policy

• No translator identification provided

• No NDA or Privacy policy 

If you are looking for a reliable certified translation company with USCIS, IRCC, and UKVI acceptance, Translayte can help. Request a free quote now; no document upload is required.

Common documents and their special requirements 

Some documents come with unique requirements that affect how they are translated. Here's an overview of some cases: 

• Birth certificates often include official seals or stamps that must be translated alongside the text.

• Academic transcripts may also require a credential evaluation from WES, IQAS, ECE, and other organisations. This is a requirement if they’re being used for education or licensing abroad.

• Police clearances are time-sensitive; always check their expiration date before submission.

• Marriage and divorce documents: They span multiple pages, and every page must be translated and certified, even if it only contains signatures or seals.

• Medical records must comply with privacy laws (like HIPAA) and should be handled securely by authorised professionals.

• Financial statements may need CPA verification or certification when used for visa, immigration, or legal purposes.

Special cases

• German documents must be translated by a sworn translator officially authorised by German courts.

• Documents for court use often require notarisation to meet legal admissibility standards, particularly for private documents. 

• Documents for international use might need an apostille stamp or Consular legalisation to authenticate them for use abroad.

Your acceptance checklist

Now that you know how to get certified translation services, here are a few things to check before placing your order:

• Confirm your receiving authority rules and requirements. This will help you avoid rejection and delays.

• Confirm whether translator certification is sufficient or if the document requires notarisation. Typically, USCIS doesn't ask for notarisation, but other agencies might. 

• Verify the credentials and experience of the certified translation company. Some companies only have USCIS acceptance, and IRCC or UKVI will reject their translations.

Also, ensure that the translation rates align with industry standards of $25-$40 per page for common languages. If it doesn't, ask questions to clarify and ensure your order doesn't include unnecessary services.

If you’re looking for a reliable certified translation company accepted by USCIS, IRCC, and UKVI, Translayte makes it easy to get started; no document upload is required to receive a free quote. We offer certified translations for immigration, legal, academic, and medical documents at competitive market rates and a 12–24-hour delivery timeline.

Request your free quote now and get your certified translation started today.