Translating Documents for Visa Applications: A Practical Guide

Every week we receive panicked emails from clients whose visa applications were returned because of a translation issue. The frustrating part is that almost all of these problems are preventable. Here is what consulates actually require.

Certified vs. sworn vs. notarised

These three terms are often confused, including by visa applicants:

• Certified translation: A translator's signed declaration that the translation is accurate. Sufficient for most US, UK, and Canadian visa applications.
• Sworn translation: Performed by a translator officially registered with a court or government body. Required by Spain, France, Italy, Germany, and most civil-law jurisdictions.
• Notarised translation: A notary public attests to the translator's identity and signature, not the accuracy. Sometimes required in addition to one of the above.

Always check the requirement on the consulate's own website, not on third-party sites.

Apostille vs. legalisation

If your destination country is part of the Hague Apostille Convention (most of Europe, plus the UAE since 2018), an apostille on the original document is enough to make the translation accepted abroad.

For non-Hague countries, full consular legalisation is required: the translation must be authenticated by your country's foreign ministry and then by the destination country's consulate.

Common mistakes that cause rejection

• Translating a copy instead of the original (most consulates require the translation to be of the original document, with the original attached)
• Missing the translator's official stamp or registration number
• Translating only the body and not the seals, signatures, and stamps that appear on the document
• Using a translator who is not accepted by the receiving authority (always check the destination requirements)

If you are unsure what your destination requires, contact us before submitting and we will help confirm the correct route.