Certified Translation: What It Is, How It Differs from a Standard Translation and How to Order One Online

What Exactly Is a Certified Translation?

Whenever an organisation—such as a university, court, consulate or civil registry—needs to officially verify the contents of a translated document, it will require a certified translation. This is not just any translation. It is a document signed and stamped by a sworn translator authorised to certify that the translation is a true and complete representation of the original document. This certification, together with the translator’s official stamp and signature, gives the translation its legal validity.

In practice, a certified translation allows your translated document to be officially recognised in public and private procedures that require legal certainty. This may include registering a marriage, submitting academic qualifications, presenting a power of attorney or enforcing a foreign court judgment. A certified translation does not replace the original document or any Apostille or legalisation that may also be required, but it officially certifies its contents in another language.

If you would like to complete the process entirely online, simply upload your document and receive an instant quotation through EasyTrads. You can confirm the language combination, delivery time and required format before placing your order.

Certified Translation vs Standard Translation

It is important to understand the difference between these two types of translation, as choosing the wrong one can result in your documentation being rejected.

A standard translation (sometimes called a non-certified translation) is ideal for informational purposes, such as understanding a contract, translating website content or communicating with suppliers. It is carried out professionally but does not include official certification.

A certified translation, on the other hand, is required whenever a document must be submitted to an authority that specifically requests official certification. The translator therefore matters. While any professional translator can produce a standard translation, only an authorised sworn translator can issue a certified translation, assume legal responsibility for its accuracy and officially certify that it is faithful to the original.

The format is also more structured. Every page normally includes the official certification statement, together with the translator’s stamp and signature, whether handwritten on paper or applied electronically in a digitally signed PDF.

Accepted Formats: Paper or Digitally Signed PDF

Digitalisation has made it possible to receive certified translations as digitally signed PDF documents, which are accepted by many organisations without requiring a paper copy. However, some authorities—particularly those following more traditional procedures—still require an original paper version bearing the translator’s handwritten signature and official stamp.

For this reason, it is always advisable to confirm which format your receiving organisation accepts. If you are unsure, a practical solution is to request both a digitally signed PDF and a paper copy, ensuring your translation is suitable for either scenario.

The Most Common Documents Requiring Certified Translation

For personal documents, the most frequently translated items include birth, marriage and death certificates, criminal record certificates, and documents relating to civil status or residence.

Within the academic sector, universities often require degree certificates, academic transcripts, full academic records and Diploma Supplements for admissions, recognition of qualifications or degree equivalence procedures.

For business and corporate matters, certified translations commonly include powers of attorney, company incorporation documents, commercial contracts, annual accounts and banking certificates intended for use abroad.

In the legal and administrative field, court judgments and official decisions frequently require certified translation before being submitted to courts, registries or regulatory authorities in another country.

In every case, the principle remains the same: the receiving authority must be able to trust the translated document, and that trust is provided by the sworn translator’s official certification, signature and stamp.

Do You Need an Apostille or Legalisation? The Correct Order

The Hague Apostille and other forms of consular legalisation apply to the original document, not to the translation itself.

The recommended procedure is to obtain the Apostille or complete the legalisation first, and only then request the certified translation, including both the document and the Apostille where required. This allows the receiving authority to verify that the translated document originates from a properly authenticated original.

If your destination country is not a member of the Hague Apostille Convention, you should check which consular legalisation procedure applies and follow the instructions provided by the receiving authority.

Delivery Times and Pricing

There is no universal turnaround time because several factors influence the process, including the language combination, the length of the document, the quality of the scan, the required delivery format and whether the translation is urgent.

As a general guideline, many straightforward certified translations are completed within 24 to 72 hours, while larger projects or documents requiring complex formatting may take longer.

Pricing also depends on several factors, including the number of pages, language combination, whether additional certified copies are required, physical delivery costs and urgent processing.

The most important point is receiving a clear quotation before work begins, outlining exactly what is included, the expected delivery time, the delivery format and any costs for additional certified copies.