Notarized translation is integral to bureaucratic processes and helps ensure that our globalized society functions smoothly for individuals and governing bodies alike. If you need to translate and notarize a document, you’re in the right place! Check out our ultimate guide on notarized translation services:
What is a Notarized Translation?
A notarized translation, like a traditional translation, should be done by a professional translator. However, notarized translations also include a certificate that authenticates the translation as accurate and completed by an unbiased third party. The certificate is also signed or stamped by a notary, who confirms the translator’s credentials and identity.
The Translation Certificate
The key element of a notarized translation is the certificate: an affidavit that states the translation was performed by a certified translator, who, ideally, has no relation to the client and acts as a neutral third party during the translation process.
What is a Notary?
Notaries are state-appointed representatives meant to be present to sign legal documents. As such, they act as unbiased witnesses for the signing of documents and officials who confirm signing parties’ identities and credentials. Since notaries are public officials, they are often commissioned by state governments and are under the jurisdiction of the state.
Notaries are usually present for signing important legal documents, where the credentials of the signing parties are vital. Name changes, court proceedings, and signing deeds require a notary.
Does Every Translation Need to Be Notarized?
Not every translation needs to be notarized. In fact, if you’re looking for notarized translation services for marketing or creative projects, chances are you’ll get turned down. Notarized translation services are meant for legal documents that may often require a notary present in the face of alteration. Marketing translation projects do not need notarization to be considered complete and accurate.
What is the Difference Between Certified Translation and Notarized Translation?
Certified and notarized translations are very similar; they’re both used for legal documents, and government bodies often request them for bureaucratic purposes. However, one key difference between a notarized translation and a certified translation is the presence of a notary. Unlike notarized translations, a certified translation does not require a notary present to sign the translation certificate.
Is a Certified Translation the Same as a Notarized Translation?
There are a lot of similarities between certified and notarized translations. They’re used for the same procedures, and they both require a signed affidavit that states the translation is accurate and performed by a certified translator. The only significant difference between the two (at least until recently) is the presence and signature of a notary.
It’s important to note that different government entities require different kinds of translation, whether certified, notarized, or sworn. The required translation type will vary based on the country involved and, in some cases, the government body. For example, USCIS only recently stated that translated documents need certification instead of notarization.
Notarized Translation Examples
So, what kinds of documents can be notarized? Before hiring translation services to translate and notarize a document, always double-check with the organization that needs the translated documents first. Double-check what documents they need, what language to translate them into, and whether the translation needs notarization or certification.
Here are some of the most common documents that require notarized translation:
Birth Certificates
For anyone looking to move to another country, a notarized translation is essential for birth certificates.
Bank Statements
Bank statements can help confirm that someone has lived at a specific address for an extended period and confirm the account holder’s identity. These documents may also require notarized translation services.
Driver’s License
As a form of government ID, driver’s licenses and identification cards need translation for the holder to travel abroad.
Academic Records
Students looking to study abroad may also need their academic transcripts translated so they can legally attend a university or university affiliate in another country.
Organizations that Use Notarized Translation
Organizations that work with international governments and processes will typically require notarized translation services. Here are a few examples:
USCIS
The United States Citizenship and Immigration Services (USCIS) handles any cases involving immigration into and out of the U.S. and citizenship applications. As such, they often must handle documents in foreign languages.
USCIS Translation Requirements
Because of USCIS’ international involvement, it’s common for a document to pass through the organization in a language other than English. USCIS requires that all documents written in languages other than English have a complete certified translation. This includes any documents that USCIS requests to confirm identity, income, or country of origin.
How do You Certify a Translation to USCIS?
Working with any government entity can be daunting, especially for processes as life-changing as immigration or applying for citizenship. However, the translation process for USCIS is relatively simple and can be broken down into a few steps:
- Confirm which documents you need to translate and whether or not you need a certified, notarized, or official translation.
- Seek a certified translator who specializes in USCIS translation. The American Translator’s Association is a great place to start. You can also look for certified translators on translation marketplaces like Traduality.
- Let the translator know that your project is for USCIS, and request hard and digital copies of the translation.
- Fill out any missing information the organization may require to process the documents.
- Include a copy of the source document alongside the translated version when you submit your documents to USCIS.
Colleges and Universities
If you plan on studying abroad, you’ll have to work with USCIS and a local college or university where you plan to study. These schools need translated copies of your academic transcript, identification, and, if necessary, criminal records.
Doctors’ Offices
People with extensive medical histories may also need to translate their medical records, especially if a new doctor’s office requires all documents in a single language. Translated medical records are also instrumental when traveling abroad or when visiting a doctor who is not too familiar with your native language.
Law Firms
Certified and notarized translation services are especially useful in court. Whether for an international case or a local dispute, legal translation breaks down this language barrier so that all parties are treated fairly in a court of law.
Who Can Translate and Notarize a Document?
Not just anyone can translate and notarize a document. For starters, only official, state-appointed notaries can complete the notarization process. Translation-wise, you’ll need a professional translator to complete the translation.
Can I Notarize My Own Translation?
You may think that translating and notarizing documents is easy for someone who speaks multiple languages or even a professional translator. They can just do it themselves, right?
Unfortunately, no. Firstly, notaries cannot notarize their own documents. After all, the purpose of a notary is to act as an unbiased third party who confirms the identities of every party involved in signing a legal document.
Can I Translate My Own Documents?
If you are a professional translator, you can translate your own documents. However, most government bodies won’t accept self-translated documents since the most crucial aspect of a certified translation is that the translator is an unbiased third party. Instead of translating legal documents yourself, play it safe and look for a certified translator instead.
Where Can I Translate My Documents?
So, where can you translate and notarize documents? Generally speaking, there are several places to look.
Notarized Translation Services
First, try looking for in-person translation services with a simple search. Try looking for “notarized translations near me” to find local translation services. If you’re unsure about a translator’s credentials, you can also ask your local DMV or town hall for more information about nearby translation services.
Notarized Translation Online
The internet has arguably become the best platform for anyone to find translation services, whether for a traditional, official, or notarized translation. Translation agencies and translation marketplaces connect people with translators every day, and many agencies have experienced translators who can help complete your notarized translation. Some agencies even offer notarization services, where they handle the entire process.
Who Can Certify a Translation?
Typically, only a professional translator can certify their translations. These translators have years of experience, a degree in translation services, and are often officially “certified” by a translation group, like the American Translators’ Association. Many organizations (including the ATA) require translators to take certification exams for their specialized languages to become certified translators.
Who Can Notarize a Translation?
Notaries are the only people who can legally notarize a translation. As mentioned earlier, notaries are state-appointed impartial witnesses who can confirm signers’ identities. Notaries are also equipped to ensure that all parties involved when signing a document fully know and consent to signing.
If you’re looking for a notary, there are several places you can go:
Can Banks Notarize Translations?
Some banks employ notaries on-site to be present for signing loan documents, title deeds, and other money-related legal forms. These notaries can also notarize translated documents. Not all banks employ notaries, and those who do can’t always guarantee that a notary will be present if you walk in with something to sign. Before going to your bank for document notarization, ask someone if you can schedule an appointment with the notary in advance.
Do Banks Translate Documents?
While it is possible for someone at the bank to notarize your translated documents, banks do not offer translation services.
A Free Notary
Notaries don’t always work for free—they are government workers. However, there are still places where notaries offer their services for free or at a reduced cost. For example, banks with notary services often offer them to account holders free of charge.
Free Notaries at the Public Library
You may also find free notaries at your local library. To ensure you get a chance to meet with a notary, call your library and ask if they offer notarization services. If they do, schedule an appointment to ensure you get the time and care you deserve!
Notaries at the Post Office
Although the post office doesn’t offer free notarization services, they do provide low-cost services for people in need. Like with libraries, call your local post office and schedule an appointment to get your documents notarized!
Notary at the UPS
The UPS also offers notarization services; according to its website, each location offers notarization services and copying and shipping services required to ensure documents make their way to where they need to go.
Cost Breakdown
Overall, notarized translation services cost a bit more than traditional translation services. Here’s a complete cost breakdown for notarized translation services:
How Much Does it Cost to Get Something Translated?
Translation costs tend to vary based on the type of services provided, the length of the translation, and the translator’s rates. In addition, a translation may be more expensive based on the rarity of the language pair requested. For example, a long English-to-Spanish translation may cost less than a shorter German-to-Spanish translation.
How Much Does it Cost to Translate a Legal Document?
Regarding translating legal documents, the cost breakdown is about the same. However, different fields require different expertise—legal translators are experts familiar with legal terminology and procedures in the languages they specialize in. Since their specialized experience is required for an accurate legal translation, their services may be more expensive.
How Much Does a Certified Translator Cost?
Certified translator costs usually vary depending on their rates. Once again, the document’s length, the language pair’s rarity, and the translation’s difficulty play into the overall cost of your service. In addition, certified translators are less common and may have higher rates than uncertified translators.
How Much Does a Notary Cost?
In addition to translation costs, you may also have to pay a notary to notarize your translation certificate. You’ll have to pay a notary fee depending on where you seek notarization services.
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