You’re trying to get your document translated — but now they’re asking for it to be certified, sworn, or notarized. What does that even mean?
We hear this a lot. These terms sound similar, but they follow very different rules — and picking the wrong one could get your paperwork rejected or delayed.
I’ll walk you through what each type means, when you need it, and where our Translate PDF can help if you’re just getting started.
What Is a Certified Translation?
A certified translation comes with a signed statement from the translator confirming that the translation is accurate and complete. It’s not just about doing the work — it’s about officially vouching for it.
You’ll usually need a certified translation if you’re submitting:
- Immigration paperwork (like for USCIS)
- Academic transcripts
- Birth, marriage, or death certificates
- Court documents
- Legal forms or contracts
The translator includes their name, signature, and a short declaration that the translation is true to the original.
Can I translate my document and call it certified?
Not for most official use. Agencies like USCIS won’t accept self-translations — even if you speak both languages fluently.
What Is a Notarized Translation?
This one’s a bit confusing — because it’s not the translation that’s being notarized. It’s the translator’s signature.
A notarized translation involves two steps: 1. The translator certifies the document (just like in a certified translation). 2. A notary public then verifies that the translator signed it and confirms their identity.
You might need this if your translated document is going to:
- A consulate or embassy
- A foreign court or registrar
- Certain licensing boards or government departments
- Legal procedures involving other countries
Can I translate a document and have it notarized?
Technically, yes—if the institution allows it and you’re qualified. But in most cases, they’ll want a neutral third party to handle the work.
What Is a Sworn Translation?
A sworn translation is only valid in certain countries — and it’s handled by translators who are officially approved by a government or court.
These sworn translators are authorized to certify documents on their own. That means no extra notarization is needed — their stamp and signature are enough.
Sworn translations are commonly required in:
- France
- Germany
- Spain
- Brazil
- Turkey
If your document is headed to a public office in one of those countries, this is probably what you’ll need.
Which One Do You Need?
That depends entirely on where your document is going — and who’s requesting it. Here’s a quick way to figure it out:
Certified vs Notarized vs Sworn Translation
When in doubt, ask the person or office requesting the translation. It’ll save you time and do-overs later.
Where Smallpdf Comes In
If you’re just getting started — or you want to translate a document before it goes through certification — Smallpdf’s Translate PDF is a great first step.
You can upload your document (PDF, Word, Excel, PowerPoint), choose the Entire Document option, and get a clean translation in just a few clicks. It’s fast, secure, and layout-friendly.
Translate a Document Before It Goes Through Certification
We don’t offer certified, notarized, or sworn translation—but we help with everything that comes before it:
- Preparing documents for submission
- Translating internal drafts or personal documents
- Understanding foreign-language files quickly
- Sharing translated versions across teams
FAQs
What’s the difference between certified and notarized translation?
Certified translations come with a signed accuracy statement from the translator. Notarized ones include that — plus a notary’s confirmation of the translator’s identity.
What is a sworn translation, and do I need one?
Sworn translations are done by government-approved translators in countries like France or Germany. You’ll need one if your document is going to a public office there.
Can I translate my own documents and have them notarized?
Maybe — but most agencies won’t accept self-translated or self-certified documents, even with notarization. Always check what your destination requires.
Do all translated documents need to be notarized?
No. Many just need to be certified. Notarization is typically required for specific international uses, legal filings, or country-specific processes.
What’s the difference between official and certified translation?
“Official” is a broad term. A certified translation is one type of official translation — specifically one that includes a signed statement of accuracy.
