You’ve been asked to submit an official translation—but you're not sure what that means, who provides it, or if your translated file will be accepted.
If you’re applying for a visa, working abroad, or submitting legal or academic paperwork in another language, a certified translation might be required. But not all translations count.
In this guide, we’ll walk you through what an official document translation is, who qualifies to do it, and when you actually need one.
What Is an Official or Certified Translation?
An official translation of documents — often called a certified translation — is a professionally translated version of an original file that includes a signed declaration confirming:
- The translator’s qualifications
- That the translation is accurate and complete
- The date and identity of the person who did the translation
These translations are typically accompanied by a certificate of translation accuracy, which may also be notarized, depending on where and how the document will be used.
This extra verification makes the translation suitable for formal or legal use.
When Do You Need a Certified Translation?
Certified translations are usually required when submitting documents to:
- Government immigration services (e.g., USCIS, embassies)
- Courts or legal institutions
- Academic institutions
- Employers verifying credentials
- Licensing and certification boards
- Medical providers and insurers
If you’re wondering what is a fully certified translation, it simply refers to a translation that includes both a signed statement of accuracy and, in some countries, a sworn or notarized signature depending on the legal context.
Can You Translate Your Own Documents?
In almost all official scenarios, no. For example:
- USCIS does not accept self-translated documents
- Legal and medical authorities often require a third party with verified language credentials
- Most academic institutions require official statements from translation agencies
If you're searching “Can I translate my own documents for USCIS?” — the answer is no, even if you’re fluent in both languages. You need a certified translator to do it for you.
Who Can Provide Official Document Translation?
There are two main options: 1. Professional translation agencies — These specialize in legal, academic, or government documents and often provide certification, notarization, and multi-language support. 2. Sworn or certified translators — These individuals are registered with national bodies (e.g., ATA in the U.S., ITI in the U.K.) and can produce legally accepted translations.
In both cases, you’ll typically receive:
- The translated document
- A signed certificate of accuracy
- Optional notarization, if required
If you’re unsure where to begin, many embassies or universities maintain lists of approved translation services.
Where Does Smallpdf Fit In?
At Smallpdf, we offer a fast and secure way to translate documents for personal or internal use with our Translate PDF. You can upload Word, PDF, Excel, or PowerPoint files and choose between:
- Summary – A quick, translated overview
- Entire Document – A full translation with layout and formatting preserved
Translate Documents for Personal or Internal Use
We do not provide certified or notarized translations. However, our service is helpful for:
- Preparing drafts before formal translation
- Understanding foreign documents internally
- Creating informal copies of contracts, forms, or personal documents
- Quickly converting business documents to other languages for international teams
If you're looking for a polished first step — or if you don’t need certification at all — Smallpdf is a great option.
FAQs
What is considered a certified translation?
A certified translation includes the translated document and a signed statement from the translator confirming its completeness and accuracy.
What is a fully certified translation?
In some countries, this includes a certificate of accuracy plus a notarized or sworn signature from a certified translator, depending on the legal requirements.
What is a 'Certified' Translation? Do I Need One?
If you’re submitting documents to a legal, academic, or immigration office, yes. If the document is for personal or internal use, a standard translation may be enough.
What is a Certified Translation?
It’s a professionally translated document that includes a certificate affirming the accuracy of the translation, often signed and dated by the translator.
Can I Translate My Own Documents for USCIS?
No. USCIS requires third-party translations with a signed certificate of accuracy. Personal translations are not accepted — even if you are fluent in both languages.
