A certified translation is a special type of translation made by a specialist who has licence conferred by the Ministry of Justice. Mostly, certified document translation services pertain to legal and official documents, ensuring that the other language version will certainly be respected by relevant offices. A question often arises whether a certified translation service can be performed based on a copy of a document or whether access to an original document is indispensable. The answer depends on numerous factors to be discussed below.
Certified translation based on the original document
In the case of significant legal documents such as:
- agreements,
- notarial deeds,
- identity documents,
- birth certificates,
- administrative decisions,
certified translation based on the original document is usually a must. The original document allows a translator to precisely verify the content and gives certainty that a new language version is compliant with the original.
Certified translation of documents – obligations and rights of a translator
When documents are used in civil, penal or administrative proceedings, the original document gives certainty about truthfulness of the data. It is worth noting that sworn translators are obliged to confirm the compliance of a translation with the original document and in case of doubts, they will ask for its presentation. A sworn translator assumes liability for compliance of his/her translation with the original document. Therefore, a scan is not always sufficient and acceptable, in particular in case of documents of legal importance. In such situations the original can be required to confirm authenticity of the document.
Source: iStock
Therefore, one shall not assume that certified translation can always be ordered online by sending a copy of a document. As a general rule, it is always worth having originals of important documents because some institutions, for instance courts or embassies, can require submitting them for the purpose of confirming their authenticity.
Certified translation based on a copy of a document
There are situations when providing a translator with only a copy of a document is possible. Photos, scans or screenshots can be used when documents are of low legal importance. Degree certificates, certificates of completion of studies or other certificates can be translated based on a copy. In such situations, if you want to use certified translation services, it is important that the provided copy is clear, full and legible.
Source: iStock
Certified document translation produced from a copy is also possible in case of documents which have already been verified by relevant institutions (for instance, certificates issued by offices which are public documents).
Interesting:
A photo translator is a function of applications such as Google Lens, allowing for real time text translation directly from a photo. A user takes a photo of a text on posters, books or menu and the application translates it into selected language via OCR technology.
How to translate a text with phone camera? You must know this!
Even though this tool is useful in everyday situations, such translation can be inaccurate and therefore, cannot be used for official documents where precision and legal terminology is of vital importance.
Summary
Certified translation can be made based on the original document as well as its copy. However, it all depends on a document type and requirements of an institution to which it is addressed in a new language version. In case of legal documents such as agreements or notarial deeds, it is always better to use originals to avoid verification issues. For less formal documents, a translator can translate a photo or scan. In each situation it is worth contacting a sworn translator who will clear up any doubts. For consultations, contact the Office of a Sworn Translator of the English Language Jacek Kasprzyk, who specialises in Polish-English and English-Polish legal translations.