Updated
GL-S-08
01 / In 30 seconds
The short answer
- What it is
- A translation made by an authorised translator and having official force
- Who does it
- A sworn or accredited translator on an official list
- How it differs
- From an ordinary translation — by its legal force and the translator’s liability
- Where to have it done
- Most often in the country where the documents are filed
- When to have it done
- After the apostille has been added, so that the stamp is translated too
02 / In plain words
What Sworn translation means
A sworn translation is a translation made by a translator who holds official authority and is entered in the register of the competent body. Such a translation has legal force: the translator certifies it with their signature and seal and is liable for its accuracy.
The difference from an ordinary translation is fundamental. An agency may translate the text brilliantly, but without the translator’s official status the document will not be accepted. Systems differ between countries: in some there are sworn translators attached to the courts, in others translators accredited with ministries or consulates, and in others notarial certification of the translator’s signature is required.
Two practical rules. First: the translation is done after the apostille — otherwise the stamp will be left untranslated and the set will be returned. Second: confirm where exactly the translation must be made. Many countries accept only translations made by their own sworn translators, and a translation made at home will prove useless.
For Vanuatu citizenship, all Russian documents are filed with a certified English translation. The passport is not translated - a certified copy is needed - and the CV and reference are written directly in English.
A case from practice
In one document a name had been transliterated differently from the passport. Formally these were two spellings of the same name, but the receiving authority requested additional confirmation. A single spelling across all documents removes such questions in advance.
When a sworn translation is needed
- Applying for citizenship or residence
- Birth and marriage certificates
- Criminal record certificate
- Diplomas and school certificates
- Court and notarial documents
- A company’s corporate documents
03 / What it covers
What to check
Translator
- Official status
- Entry in the register
- Authority for the required language pair
Translation
- Completeness, including stamps
- Translation of the apostille
- Consistent spelling of names
Processing
- Signature and seal
- Certification wording
- Binding with the original or a copy
Logistics
- Where to have the translation done
- Timelines
- Cost per page
04 / How it works
The right sequence
Receive the document
Add the apostille
A sworn translation of the whole document
Check the spelling of names
Submitting the documents
05 / Key facts
What you need to know
01
An ordinary agency translation is often not accepted
02
The whole document is translated, including stamps and the apostille
03
The spelling of names must match the passport
04
Requirements for where the translation is done differ by country
05
The translator is liable for accuracy
Common mistakes
- Translating a document before the apostille
- Ordering the translation in the wrong country
- Using an ordinary translation instead of a sworn one
- Allowing inconsistencies in the spelling of names
- Translating only the main part rather than the whole document
06 / Expert advice
How to prepare in advance
Before ordering a translation, confirm with the receiving authority whose translation is accepted, whether notarial certification of the translator’s signature is required and in what form the set is bound. Separately, the spelling of first names and surnames is fixed in advance — it must match the passport in all documents, otherwise questions about identification will arise.
What we do for you. We fix a single spelling of names according to the passport in advance and make sure it matches in every translation in the set. It is a small detail that regularly causes additional requests and lost weeks.
Anna KovalevskayaLead lawyer for EU citizenship and residency, 12 years of practice
07 / Questions
Frequently asked questions
By its legal force. It is made by a translator with official authority who is entered in the register and is liable for its accuracy through their signature and seal.
Often not: the receiving authority requires an official translation. Sometimes a translation with notarial certification of the translator’s signature is accepted.
Most often in the country where the documents are filed. Many countries accept only translations by their own sworn translators.
After. Otherwise the apostille will be left untranslated and the set will be returned for correction.
Yes, the document is translated in full, including seals, stamps and the apostille. A partial translation is a reason for refusal.
Bring all documents to a single spelling according to the passport. Inconsistencies raise questions about identification.
Related terms
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