Sworn Translation vs Certified Translation: What's the Difference?

What is the difference between sworn and certified translation?

A sworn translation is done by a translator appointed by courts or government authority. However, qualifications, requirements, and accrediting bodies differ by country. In comparison, a certified translation is done by a qualified translator who includes a signed certificate of accuracy. Any qualified professional translator can certify a translation. Certification requirements vary by country. Some, such as Australia, use a formal accreditation body (NAATI), while others, such as the US and UK, require only a qualified translator's signed statement with no mandatory membership of any body. ​

Sworn translation vs certified translation comparison

Which one do you need: sworn or certified translation?

The receiving country and authority often determine whether you need certified or sworn translation. For example, if you need to translate a Spanish birth certificate into English for submission in the USA, you need a certified English translation. However, if you are submitting an English birth certificate in Spain, you need a sworn Spanish translation. Most civil law countries, like Germany, France, and Italy, require sworn translation, although translator authorisation processes vary. In common law countries like the USA, UK, and Australia, you need a certified translation for official purposes.

​However, always confirm what the receiving authority requires. Some processes might need regular translation without certification or sworn status. Others may require notarised translation, an apostille, or legalisation as an additional step in the application process.

Can a certified translation be used instead of a sworn translation?

Certified and sworn translations have different certification processes. In most cases, the receiving authority will reject your document if you submit a sworn translation when it requires a certified translation. However, if the receiving authority allows it, they will state the conditions on their translation requirements pages. Some countries may allow certified translation if no sworn translator is available for the language pair or document type.​

Sworn translation vs certified translation cost and turnaround

Certified translations cost $20 to $80 per page and are delivered in 12-24 hours. They are also faster to translate and, depending on the receiving country, have more translators available.

Sworn translations cost between $35 to $100 per page and are delivered in 48-72 hours. They are more expensive because they require a court- or government-assigned translator. The turnaround also depends on the availability of an appointed or oath-sworn translator for the specific language pair. If the authorities require physical binding or a wet seal, it can add up to 3 days to the delivery time.​

In both cases, factors like language pair, document volume, complexity, certification requirements and additional requests determine the final cost and turnaround time. At Translayte, certified translation starts at $25 per page, while sworn translation starts at $40 per page. We also offer a standard 12- 24-hour turnaround time, with urgent delivery options available. If you aren't sure of the document volume, you can request a quote, and we will send a pricing breakdown before you place your order.​

Sworn vs certified vs notarised vs apostilled

These four terms aren't the same, and they follow different rules.

• Certified refers to the translator's own statement of accuracy.

• Sworn refers to legal status gained through appointment or oath.

• Notarised translation means a notary has confirmed the identity of the person signing a document.

• Apostilled means a designated authority has authenticated a signature or seal on a public document, under the 1961 Hague Convention.

Neither notarisation nor an apostille certifies a translation's accuracy. The notarisation certifies the translator's signature and identity. The apostille certifies the signature, seal, and position of the official who signed the document. It's also required when you need to use certain documents overseas in countries that are part of the Hague Apostille Convention.​

Which documents need a sworn or certified translation?

• Civil status: Birth certificate, marriage certificate, divorce decree and death certificates

• Immigration: Passports, residence permits, police and criminal record certificates

• Academic: Diplomas, degrees, transcripts, and recognition files

• Legal: Court rulings, wills, affidavits, and powers of attorney

• Corporate: Articles of association, financial statements, chamber of commerce certificates, and contracts

The same document type can take two different routes depending on destination and requirements. For example, if you are submitting a birth certificate for a UK visa, it needs only a certified translation. The same certificate submitted for a Spanish civil registry procedure needs a sworn translation. The document doesn't determine what's required; the destination country and receiving authority do.​

How to confirm which translation your receiving authority requires

Visit the receiving authority's website and confirm it on their requirements list. If it's not clearly stated, you can ask the receiving authority by email, phone, or in person. You should ask these questions.

• Which type of translation is required?

• Do they need a hard copy with a wet seal, or is a digital PDF acceptable?

• Do you need to apostille the source document?

• Must the translation itself also be apostilled?

Where a country runs an official register of sworn translators, confirm the translator you are using appears on it. Also confirm the language pair and direction, since appointment is usually granted per pair.​

What can cause a sworn or certified translation to be rejected?

We've managed over 100,000 orders that require certified or sworn translation. Some of these orders were retranslation due to rejection. In our experience, here are some reasons why authorities might reject your translation

• Submitting the wrong type of translation for the receiving authority. For example, you submit a certified translation when the authority needs a sworn translation.

• Stamps, seals or handwritten annotations left untranslated. Unless the authority allows partial translation, you must translate every mark on the page.

• Certification statements missing a required element, such as a name, contact details, signature, or date. Include all the translator's details. If you are submitting to USCIS, you can compare with this USCIS certification format template.

• A name on the translated document is spelt differently from what's on your passport or the original document.

• Submitting a digital copy supplied where a sealed original was required.

• Obtaining an apostille on the translation only when the receiving authority requires an apostille of the source document.

• Translation produced by you or a relative. Whether it's sworn or certified, the translation must be prepared by an independent translator.

• Submitting machine translation without human review, certification or proper credentials. A certification statement requires a named, accountable translator.

Get a sworn or certified translation from Translayte

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