How To Translate Immigration Documents (Comprehensive Guide)

Which documents require translation for immigration?

Immigration authorities accept documents in the official language only. For example, if you use a Spanish document in the UK, a professional translator must translate immigration documents to English before it’s accepted. Here’s what you must know 

Common types of immigration documents that require translation

Whether you are applying for a green card, naturalisation, visa, passport, or asylum, you will need to document translation services for: 

• Birth certificate
• Marriage certificate
• Passport
• Academic document
• Police certificate 
• Divorce document
• Death certificate
• Deeds
• Civil document 
• Financial statements
• Diploma 

Who typically needs them translated

Anyone submitting supporting documents for USCIS, UKVI, IRCC, and other immigration authority applications needs a certified translation if it's not in the official language of the intended country. The people who require this type of translation are 

• Expats
• Job seekers
• Entrepreneurs
• Skilled workers
• Asylum seeker 
• International student 
• Spouses or dependents joining the family abroad
• A family bringing adopted children from a foreign country to their resident country

Pro Tip: Use certified immigration document translation services to ensure accuracy and avoid delays. Translayte offers professional, certified translation services that ensure you get accurate translation on time and at competitive market rates. Request a quote to get started. 

Why you need to translate immigration documents

You need to translate immigration documents so they meet legal and official requirements from immigration authorities. It also ensures that the information is accurate, not misrepresented, easy to understand by immigration officials, and meets the standards necessary for the application process. Here's a more detailed breakdown 

Meet USCIS, UKVI, IRCC and immigration office's requirements 

Different countries have immigration requirements to ensure smooth applications. One of the most vital requirements is translating supporting documents that are not in the country's language. 

For example, if you are applying for a visa or other immigration in the USA, there's a USCIS translation requirement. This states that :

“Any document containing foreign language submitted to USCIS shall be accompanied by a full English language translation which the translator has certified as complete and accurate, and by the translator’s certification that he or she is competent to translate from the foreign language into English.” 

Therefore, providing a certified translation for USCIS applications or other immigration authorities that require it ensures compliance with their rules. 

Avoid application rejection and delays 

When you submit a non-translated document for immigration purposes, the receiving authority will reject it. This rejection will lead to delays as it extends your application process. It might also result in extra costs, especially for time-sensitive applications. 

For example, if you have a time-sensitive application, you must use expedited documentation translation services, which cost more. This extra cost could have been avoided if you had gotten a certified translation before submitting your documents. 

Ensures clarity and completeness

Immigration officials are native speakers of the country's language, meaning they may not understand foreign languages. For example, if you are applying for a UK work visa with a Spanish document, the immigration officials who review it might only be proficient in English. 

Getting a certified translation ensures that they can review your document, verify the information, and verify your identity. A certified translation accurately represents the original document, which guarantees accuracy, clarity, and completeness.

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How to translate immigration documents step by step

To translate your document for immigration, you need a professional translator to ensure the translation meets the requirements. Here are the steps to follow 

Prepare your documents

Check the destination country immigration page to identify all documents that need translation. Confirm if all original copies are available, have correct information, and are not damaged. If there are any errors or damage, you should obtain a replacement from the issuing authority before translation. 

Choose the right certified translation service

Choosing a professional translation service with experience in translating documents for immigration gives you an advantage in the application process. Unlike standard translation, certified translation needs to follow a structure and meet other requirements. Professional translation services have experience with these requirements and can deliver promptly. When choosing certified translation services for immigration, check their

• Customer reviews 
• Experience with immigration documents
• Specific country acceptance - USCIS, UKVI, or IRCC 
• Quality assurance process 
• Translation rates
• Standard delivery timeline 

Confirming this information will help you choose a translation agency that suits your immigration document needs. You can also use the Department of Justice directory, the American Translators Association (ATA) and an online search to find a professional agency near you. 

Provide specific instructions or deadlines

When submitting your documents for translation, always include additional information. If the immigration officials have specific requirements, include them, so the translators have all the information. For example, if you need a notarized translation, you can select the option and add notes for the translator when using Translayte’s services. This step ensures you don’t submit the wrong translation or have mistakes.

Receive your certified translation

Receive your certified translation plus certificate of accuracy at the agreed-upon time. Ideally, it should take 24 to 72 hours, depending on the number of documents translated. Translayte has a 12 - 24-hour delivery timeline for standard translation. You also receive a digital copy in PDF format or a paper copy via post. Always confirm with the destination country to avoid mistakes. 

Pro Tip: To ensure accuracy and compliance, you should use a professional translation service for immigration documents.

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What should be included in a certified immigration document translation? 

A certified translation for immigration purposes must include the following; 

• Accurate, complete translation (no summaries): The translated document should be a typed word-for-word translation of the original. It should also mirror the structure, signature, stamps, and other information.
• Translator’s signed certification: The professional translator must include a certification that attests to the document's authenticity. It consists of the translator's signature, translation date, and official stamp. The certification also states that the translator is proficient and authorised to translate documents in the language pair. Here's a sample of the certificate of accuracy from Translayte. 

Generally, you or your family members cannot translate your immigration document. You cannot use Google Translate, DeepL, or other tools, as they are against the immigration document translation requirements. Doing any of the above will lead to rejection, delays, and other issues that might affect your immigration application process. 

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Do translations need to be notarized for immigration?

If you are using foreign documents for immigration procedures, you might have to notarize the translation. This process adds an extra layer of authenticity and verification, ensuring the document translation is accurate and legally valid. 

Country specific notarized translation requirements

Not all countries require notarized translation for immigration purposes. Here's a list of some countries and their status 

• USA: Doesn't require notarized translation for USCIS applications 
• UK: Notarized translation not required 
• Canada: Might require notarization if the translator isn’t certified
• Australia: Doesn’t require notarised translations
• Spain: Not required if a sworn translator does the translation
• Germany: Not required 
• Italy: Depending on the country of origin, the translation must be notarized by an Italian consulate or legalised with an apostille. 
• Turkey: All visa application documents must be translated and notarized by a Turkish Notary Public 
• Russia: Translation must be notarized by a notary public to be accepted by the Russian authorities
• France: Not required if a sworn translator does the translation

Note: The translation requirement will vary depending on the circumstances and document types. For up-to-date information, it’s advisable to consult the destination country's consulate or immigration authorities.  

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How much does a USCIS certified immigration translation cost?

USCIS-certified immigration translation services cost from $20 to $100 per page. Language pair, volume, additional requirements, and delivery timeline often determine the translation rates. For example, a standard document translation can cost $25 per page. 

But notarisation and paper copy delivery services will cost extra, which increases the total amount paid.  If you aren’t sure of the translation cost, request a free quote from the translation company to get the correct estimate.

Final checklist before submitting translated documents

Check the following to ensure no mistakes or issues with the document translation for immigration. 

Original document check

• Confirm you have a clear, legible, and accurate original copy of the documents 
• Confirm the document is complete and official (no missing pages or stamps)
• Confirm that the format aligns with immigration requirements for the destination country 

Choosing certified translation services

• Search for translation companies online
• Verify expertise, credentials, and reviews
• Request a quote, pay, and receive translated documents

Verify translation accuracy 

• Check if all information is accurate 
• Confirm that the translation includes the certificate of accuracy signed by the translator or agency
• Confirm if the names, stamps, and structure are correctly translated

Legalized translation (if required)

• Confirm if the translation needs legalisation through notarization or apostille
• Request for notarization or apostille online, embassy, consulate or notary public

Final review 

• Double-check all documents for accuracy and consistency
• Submit the translated copy to the immigration authorities 

Recommended Reading 

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Translate your immigration documents with Translayte

Are you looking for certified translation services for immigration documents 100% accepted by USCIS, UKVI, IRCC, and other global authorities? Translayte offers fast, accurate, and reliable translation services for birth certificates, death certificates, passports, visas, and other immigration documents. Get a free quote today.