Why Authorities Reject Certified Translations: A 7-Point Checklist

The checklist

• Authorisation for this exact language. You may certify only in the language you are sworn for. The Polish recognition body NAWA advises refusing translations of Ukrainian diplomas certified by a translator for Russian.
• Wording of the certification. Some countries prescribe the text: Spain (Annex I of Royal Decree 724/2020), Bavaria (Art. 62 BayAGGVG), Romania for notarial purposes (Art. 320 of Order 2333/C/2013). Others only require certain particulars — Austria, for instance: date, signature and seal (§ 190 AußStrG). A statement modelled on another country’s template is a typical error.
• Original or copy. In Poland the translation states whether it was made from the original or from a translation or copy, and for a copy whether and by whom it was certified (Art. 18 of the Sworn Translator Profession Act). If you translated from a scan, do not write «from the original».
• Completeness. In Portugal the translation must render the full content and mention the seals and legalisations of the original (Art. 172 of the Notarial Code). Partial translations must be marked as such (e.g. Art. 62(4) BayAGGVG).
• Seal and stamp in the required form. Austria requires a round seal with name and capacity (§ 8(5) SDG), Slovakia an official stamp 36 mm in diameter in blue (§ 10 of Act 382/2004, § 17 of Decree 228/2018), Spain a stamp with name, languages and registration number (Art. 18.2 RD 724/2020).
• Binding and attachments. In the Czech Republic the paper version is bound with a cord fixed to the last page and sealed over (§ 27 of Decree 506/2020). In Slovakia the pages are numbered and bound with a cord whose ends are covered by a sealed sticker (§ 23(2) of Act 382/2004). In Spain a stamped copy of the original is attached (Art. 18.5 RD 724/2020).
• Language of the certification. In the Czech Republic the statement is written at least in the target language (§ 24 of Decree 506/2020); in Slovakia in the language for which the translator is registered (§ 23(4) of Act 382/2004).

Many queries also concern names: if the spelling differs from the passport, it is noticed immediately.

How Lingverra helps

Lingverra knows the profiles of individual countries and places your certification under the finished translation; layout, stamps and transliteration are handled too, and uncertain passages are highlighted. Seal, signature and certification remain yours.

Read more: How a certified translation is made, step by step

Read more: How to check a sworn translator in the official register

Read more: Translating Ukrainian and Soviet documents: 7 common mistakes