What is a certified translation in the United States?
If you have a document, such as a vital record, academic document or legal document written in a language other than English, you have been asked to get a certified translation of your document. You may be asking: what is a certified translation? In the United States, a certified translation is a document translation that has been completed by a professional translator who has stamped and signed each page of the translation and included an official translator’s affidavit. This answer seems simple enough, yet the details are a bit more complicated in the United States. Other countries have national or regional certifications issued by the government; however, the United States Federal Government does not have any government-issued or government-sponsored certifications for documents translations. Nonetheless, several agencies, such as USCIS (United States Citizenship and Immigration Services) and the Department of State have rules and regulations for translations to be accepted, all of which will be explained in this post.
How do I find a certified translator?
There are literally thousands of translation agencies who can provide official, certified translations in the United States; however, not all are the same. Many will only provide printable copies, many will charge way too much, and some just don’t know the rules for USCIS. In fact, there are many notaries who will translate a document and simply put a notary stamp on the translation. USCIS stopped accepted this kind of translation years ago. Additionally, summary translations are no longer valid for immigration or passport purposes.
A standard or certified translation is all you need for USCIS. In the United States, a certified translation is valid when an official translator stamps and signs each page (a copy of the original, source document and the translated page) and includes a sworn affidavit, translator’s certification, or translator’s affidavit. This affidavit must typed on company letterhead, provide necessary credentials and contact information and use government mandated wording. This is known as a ‘sworn translation’ in Europe and other regions. The federal government, such as USCIS, requires translators to include the following information on the requisite certification letter:
5 Required Items for a Certified Translation
- An official statement attesting to the accuracy of the translation
- Specific wording related to the qualifications of the translator
- Reference to the original translated document or source material
- Name, address and phone number of the translation company
- Name, signature and date of the translator
As long as the translator follows these rules, and of course, completes an accurate translation, it will be accepted by USCIS.
Who is legally allowed to provide certified translations?
The answer depends on the requesting party, that is, who needs the translation. Immigration (USCIS) and other federal agencies are much different than elementary schools, DMV offices, and so on. The first step, and the simplest step, is to ask the requesting party (the school, DMV, etc.) and they will suggest a translator or provide requirements. There is not a national certification in the United States, so as a result, there are a lot of odd rules and regulations out there. For example, in the state of Mississippi, only state officials or college employees can translate for the DMV. Nonetheless, in most cases, vital records should be translated by a professional translation company, an official translator or a certified translator. A certified translation, in the United States, is where an official translator stamps and signs each page (a copy of the original, source document and the translated page) and includes a sworn affidavit, translator’s certification, or translator’s affidavit. This affidavit must be on company letterhead, provide necessary credentials and contact information and use government mandated wording. This is known as a ‘sworn translation’ in Europe and other regions. The federal government, such as USCIS, requires translators to include the following information on the requisite certification letter:
- An official statement attesting to the accuracy of the translation (in compliance with US Department of Justice)
- Specific wording related to the qualifications of the translator (as stated by the Department of State)
- Reference to the original translated document or source material (pursuant to USCIS rules)
- Name, address and phone number of the translation company
- Name, signature and date of the translator (as suggested by the American Translators Association)
These rules may seem complicated, but most translation agencies have learned the process well and should be able to complete a certified translation without any issues. Always feel free to contract us as we have translated for immigration for over thirteen years, and we fully understated all USCIS regulations regarding translation.
Again, the rule to remember is to always ask the requesting party if there are translator requirements or suggestions before finding a translator. This is important as some courts, DMV offices, and state licensing boards as in many cases these agencies have additional forms that need to be signed by the translator who completes the translation. If you have been given a list of requirements, make sure to provide them in advance so that the certification and process can be adjusted as needed.
Dan Hickman, Ph.D.