How to Translate Documents for Immigration

Applying for a green card, visa, or another U.S. benefit request often means uploading a stack of records from different countries.

If any page includes a foreign language, USCIS expects a full English translation plus a certification from the translator confirming it’s complete, accurate, and that they’re competent to translate.

To make this easier, we’ll walk you through what needs translation, what certified translation means for USCIS, how to pick a translator confidently, and how Smallpdf helps you prep clean, readable PDFs before you submit.

Quick Start Checklist for Immigration Translations

If you want a fast check before you pay for anything, run through this list:

• Confirm every non-English page gets translated in full, including stamps and handwritten notes.
• Make sure the translator adds a signed certification statement (not optional).
• Keep a clean PDF copy of the original document, plus the English translation, plus the certification page.
• Scan clearly so the translator doesn’t guess at faded text or cut-off seals.

Which Immigration Documents Need Translation Into English?

If it’s not in English, translate it.

USCIS’s regulation is broad on purpose, and it applies to any foreign-language document you submit.

In real immigration packets, the most common documents that need English translations include:

• Birth certificates, marriage certificates, divorce records, and civil registry extracts
• Police certificates, court documents, and sworn statements
• Bank statements, employment letters, contracts, and pay documentation
• Diplomas, transcripts, and other academic records

USCIS expects the full content to be translated. That includes stamps, seals, letterheads, margin notes, and repeated markings. If it’s on the page, it belongs in the English version.

USCIS Requirements for Translation of Foreign-Language Documents

USCIS requirements come down to one clear standard in federal regulation: You must submit a full English translation, certified as complete and accurate, plus the translator’s certification of competency.

USCIS also repeats this guidance in its policy manual, which is what adjudicators reference during review.

Practically, that means your translation package should include:

• The original foreign-language document (a copy is typical unless a form requests an original).
• The complete English translation of that document
• A signed certification statement from the translator

What Certified Translation Means for Immigration

For USCIS, certified translation does not mean a government stamp or a special license. It means the translator provides a signed statement confirming three things:

1. Who they are
2. They’re competent in both languages
3. The translation is complete and accurate

The American Translators Association (ATA) summarizes the certification expectations clearly:

1. Translator’s name
2. Confirmation of fluency
3. Accuracy statement
4. Signature
5. Contact details, attached to the translation

A Simple USCIS-Style Certification Template

Keep it clean and specific. This format is commonly accepted:

I, [Full Name], certify that I am competent to translate from [Language] into English and that the attached translation of [Document Name] is complete and accurate.

[Signature]

[Printed Name]

[Address]

[Date]

USCIS cares about completeness, accuracy, and accountability. If the certification is missing key details, your packet can get delayed while you fix it.

How To Get Certified Translations for Immigration: Step-by-Step Guide

Step 1: Gather Every Page You Plan to Submit

Start by listing documents, then matching them to actual files. Include back pages, notes pages, and any pages with stamps. USCIS translation rules apply to the entire document, not just the important parts.

Step 2: Create Clean, Readable PDFs

Scan at a clear resolution and check the file before sending it out. If a stamp is faint or a name is cut off, your translator either guesses or sends it back, and both can cost you time.

Step 3: Choose a Translator You Can Verify

You don’t need an accredited translator for USCIS, but you do want someone experienced with immigration-style formatting and certifications. ATA also recommends starting with reputable professional directories when you’re picking a translator.

Step 4: Give the Translator Clear Instructions

Tell them this is for USCIS and that you need: Full translation, translated stamps and seals, and a signed certification page attached to each translated document. Having this in writing reduces back-and-forth later.

Step 5: Review the Translation Like an Editor

You’re not checking style. You’re checking names, dates, document numbers, and consistency across documents. Look for mismatched spellings (like two versions of a last name) and ask the translator to standardize or note the variation.

Step 6: Package Your Submission the USCIS Way

For each foreign-language document, keep three items together: Original, English translation, and certification statement. That structure is the cleanest for review and aligns with common USCIS submission guidance.

How To Find and Verify a Translation Provider

If you’re comparing providers, focus on proof, not promises. Here’s what to check before you pay:

• They confirm they will translate stamps, seals, and handwritten notes.
• They provide a USCIS-ready certification statement with signature and contact info.
• They can show examples of immigration-style document formatting (with personal info removed).
• They’ll tell you pricing per page and what counts as a page up front.

If you want an extra layer of confidence, ATA explains how to find professional translators and what a proper certification typically includes.

Common USCIS Rejection Triggers and How to Avoid Them

Most translation-related issues come from missing pieces, not bad English.

1. Missing or Incomplete Certification

If the certification page isn’t signed, doesn’t mention competency, or isn’t attached, USCIS can treat the translation as incomplete. Match it to the regulation’s standard wording and required elements.

2. Skipped Stamps, Seals, or Side Notes

USCIS expects a full English translation of the document, not a summary. If a page includes repeated stamps, they still belong in the English version.

3. Illegible Scans

Blurry scans lead to translation errors. If you can’t read the text, your translator can’t either, and USCIS may question the record quality.

4. Inconsistent Names and Dates Across Documents

Different transliterations happen. The fix is consistency plus clarity. Keep the same spelling across translations when possible, and ask the translator to note alternate spellings if the original documents differ.

How Smallpdf Helps You Prep Immigration Files

1. Important Limitation: Smallpdf Does Not Provide USCIS-Certified Translations

Smallpdf Translate PDF can help you understand a document and create a draft translation, but USCIS still requires a human translation plus a signed certification statement from the translator.

2. Use Smallpdf Translate PDF to Preview Meaning Before You Pay

If you’re staring at a document you can’t read, Translate PDF helps you get the gist, check names, and spot missing pages before you send anything to a translator. It’s also useful when you want to understand a government letter before you respond.

3. Convert Scans Into Editable Text for Faster, Cleaner Translations

If you’re working with scans, your translator may need a searchable format. Converting a scanned PDF to an editable file can reduce manual retyping and cut errors. (If you’re handling sensitive data, keep files protected during transfer.)

4. Compress, Merge, and Protect Your Packet

Large immigration packets can get heavy fast. Compress PDF helps reduce file size for uploads and email sharing.

Merge PDF helps you combine related records into a tidy set that your lawyer or translator can work through. Protect PDF adds a password when you’re sending sensitive files.

If security is a priority, our Trust Center outlines the basics.

Prepare Your Immigration Packet With Less Stress

Immigration filings move smoothly when your documents are complete, readable, and packaged consistently. Start by getting clean PDFs, then work with a translator who provides a proper certification statement that matches USCIS expectations.

When you’re ready to prep files for translation or submission, we can help you scan, organize, compress, and protect your PDFs so your packet stays clear and professional from the first upload to the final submission.

Frequently Asked Questions

Does USCIS accept translations from family members?

USCIS rules focus on the translator’s competency and the completeness and accuracy of the translation. A family member can translate if they can truthfully certify those points, but it can raise credibility questions during review.

Can I use machine translation for USCIS documents?

Machine translation alone doesn’t meet the certified translation standard in the regulation. USCIS expects a full English translation plus the translator’s signed certification of accuracy and competency.

Do I need to translate stamps and seals on documents?

Yes. The requirement is for a full English translation of foreign-language documents, which includes stamps, seals, and notes appearing on the record.

What if my document is partly in English?

Translate every non-English portion. Your certification statement can note the source language and that only the foreign-language parts required translation, but the translated output should still be complete.

How long are certified translations valid for immigration?

USCIS doesn’t set a universal expiration date for translations. What matters is that the underlying document is valid for your filing and that the translation matches the submitted record.

Can I prepare my packet in Smallpdf before sending it to a translator?

Yes, and it’s usually smart. You can scan, merge, compress, and password-protect files so your translator receives a clean, readable set. Just keep in mind that Translate PDF is for understanding and drafts, not certified submissions.