5 MIN READ
Updated October 11, 2026
A certified translation is a complete translation with the translator’s signed statement that it is accurate. You need one when an authority such as USCIS, a university or a court will receive your document, and our certified translation services cover every official document type. This checklist takes you through the 6 steps to order a certified translation that is accepted the first time, from checking the requirements to checking the finished translation.
Step-by-Step Checklist to Get a Certified Translation
Follow these 6 steps to order a certified translation that is accepted the first time.
- Check the requirements. Ask the office that will receive your documents whether it needs a certified translation, which certificate it accepts and whether a digital copy is enough.
- Check whether you need notarization. Some courts, schools and consulates ask for a notarized translation; USCIS doesn’t. A notarized translation needs a physical copy, so digital delivery alone won’t be enough.
- Choose a professional translator. Pick a translator or company with experience in certified translation, real customer reviews and sample certificates. Don’t translate your own documents.
- Ask for the right certificate. Say which certificate you need when you request a quote, and ask to see a sample: TWP Translation Accuracy Certificate, USCIS Translation Accuracy Certificate or ATA translation certificate.
- Send clear copies and instructions. Upload good-quality scans of every page, including stamps and handwriting. Tell us your deadline, how names are spelled in your ID or passport, and the language variant (for example, Brazilian or European Portuguese).
- Check the translation and the certificate. Make sure there is a certificate for every document, and check the spelling of names, dates and numbers before you submit.
When Do You Need a Certified Translation?
You need a certified translation when an authority will rely on your translated document. That includes immigration offices such as USCIS, universities and credential evaluators, courts, licensing boards, government agencies and some employers. Translating a diploma for a university or WES? Follow our step-by-step guide to how to translate a diploma. If you’re not sure, ask the office that requested the translation before you order. The table shows the most common cases.
| Use Cases |
When you need it |
| Immigration and Residency Applications |
Certified translations of birth certificates, marriage records, police clearances, and other personal documents are required by USCIS and immigration authorities to verify identity, family relationships, and eligibility for green cards or residency permits. |
| College and University Admissions |
Colleges, Universities, and credential evaluation services demand certified translations of diplomas, transcripts, and recommendation letters to accurately assess foreign academic qualifications for admissions or degree equivalency. |
| Employment Relocation |
Employers, licensing boards, and professional associations often require certified translations of degrees, certifications, and work experience documents to confirm qualifications for job offers or professional licenses. |
| Citizenship & Naturalization Applications |
During naturalization, USCIS needs certified translations of foreign documents like divorce decrees or name change records to ensure all background information is accurately reviewed for citizenship eligibility. |
| Government Submissions & Tax Filings |
Certified translations of foreign financial statements, tax returns, or property documents may be needed for IRS filings, social security claims, or other government programs requiring proof of overseas income or status. |
| Visa Applications (Tourist, Work, Student) |
Embassies and consulates ask for certified translations of birth and marriage certificates, bank statements, employment letters and school records to support tourist, work and student visa applications. |
| Medical & Healthcare Documentation |
Healthcare providers, insurance companies, or disability claims may request certified translations of medical records, prescriptions, or treatment histories to facilitate care coordination or benefit approvals across language barriers. |
| Legal & Court-Related Matters |
Courts, attorneys, and legal proceedings accept certified translations of contracts, wills, powers of attorney, or foreign judgments to ensure accurate interpretation in lawsuits, adoptions, or inheritance cases, and official validity in contracts and court filings. |
| Professional Licensing & Credential Evaluation |
Certified translations of foreign diplomas, transcripts, and professional licenses for nursing, medical, engineering, and other credential evaluations. Learn how certified translation of foreign academic and licensing records supports first-pass acceptance with CGFNS/TruMerit, ECFMG, WES, ECE, and state licensing boards. |
Who Should Translate and Certify Your Documents?
A professional translator or translation company that signs a certificate of accuracy. Don’t translate your own documents: IRCC in Canada doesn’t accept translations by an applicant’s family members, representatives or consultants, and most other authorities expect an independent professional.
- United States: any competent translator can certify a translation, and ATA certification is optional.
- Canada: IRCC expects a certified translator who is a member of a professional translation association.
- Europe: many countries require a sworn translator for official documents.
For the rules country by country, see What Makes a Translation Certified?
What Should the Translation Certificate Include?
Before you submit, check that the certificate states:
- That the translation is complete and accurate
- That the translator is competent to translate from the source language into the target language
- The translator’s full name and signature
- The date of translation
- The translator’s or company’s contact details (the UK Home Office requires them)
- The document it covers, for example “Birth certificate of Maria Lopez, 1 page”
For Canadian immigration, the translation should also carry the certified translator’s stamp with their membership number. You need a separate certificate for each translated document. See sample certificates: ATIO certificate, STIBC certificate.
Professional Certified Translation Services
Digital or Hard Copy: Which Format Do You Need?
A digital certified translation is a PDF of the translation with the signed certificate, and it is accepted for most purposes. USCIS accepts copies of documents and translations unless it specifically asks for originals, so a digital certified translation, uploaded or printed, works for most immigration filings. Some offices still require a hard copy with an original signature, and a translation that must be notarized always needs a physical copy.
Check the receiving office’s instructions before you order. If both formats are accepted, choose digital: it arrives faster, and the digital TheWordPoint Translation Accuracy Certificate is free, while a hard copy adds printing and mailing. Our case study on digital vs hard copy certified translation shows which offices accept which format.
How Much Does a Certified Translation Cost?
At TheWordPoint, certified translation starts at $18.75 for a one-page ID, passport or driver’s license, and a one-page birth certificate costs $24.75. The price per page is lower for 2-page and 3-page documents, and the Translation Accuracy Certificate is included at no extra cost. Notarization isn’t needed for USCIS and is available on request. Same-day delivery adds 25–50%. See all certified translation prices.
How Long Does It Take to Get a Certified Translation?
Most certified translations of 1–3 page documents are delivered as a PDF by email within 24–48 hours. Short documents, such as IDs and birth certificates, can be ready in 12–24 hours, and same-day delivery is available for urgent deadlines. Long or handwritten documents get a delivery date in your quote. If you also need a hard copy, ask for the mailing time to your address when you order.
