How to Translate Documents for Embassy, Visa and Legal Purposes: A UK Guide

As notaries, we often encounter situations where the documents we notarise for clients require translation from one language into another − or, occasionally, into multiple languages.

Clients may need certified translations of birth certificates for foreign use, they may need translating of documents for overseas job applications and visas, or for other legal reasons. 

While in the age of AI, translating documents has never been easier, it’s often a fundamental error to assume that a machine-completed, AI-based translation of a notarised document will be accepted without question in the destination country where the notarised document will be put to use.

In this article, we’ll explore the subject of professional language translations in the context of notarisations. We’ll provide information on how to get official documents translated for legal use or embassy submissions; where to translate documents for visa or immigration; and offer a step-by-step guide to translating official UK documents. 

What Is a Professional, Official Translation of Documents?

When notarised documents are required to be professionally or officially translated, this can mean a number of things. However, this will generally require:

• The translation must be completed either by an official or sworn translator (more about this distinction will be explained further in this article);
• The translation to be completed taking into account any specific legal, cultural or linguistic nuances of the translated (target) language; and
• Finally, a written certificate confirming completion of the professional/official translation from the original language to the translated language.

Who Can Complete a Professional/Official Language Translation?

There are two categories of official translators, often accredited by professional bodies such as the Institute of Translation and Interpreting (ITI) or the Chartered Institute of Linguists (CIOL):

1. Certified translators, who are generally translators operating in common law jurisdictions (for example, the United Kingdom); and
2. Sworn translators, who are appointed by the court(s) of a particular civil law jurisdiction (for example, countries such as Spain, Italy and Brazil).

It is therefore essential that, prior to commissioning a professional/official translation, you ensure that the appropriate type of translator is appointed to complete the task.

For example, for notarised documents completed in the United Kingdom that are destined for Spain, the relevant Spanish authorities or receiving parties may require that the documents be translated by a sworn translator recognised in Spain.

On the other hand, the Spanish authorities or receiving party may instead decide to accept a professional/official translation from a certified translator who need not be a sworn translator recognised by the Spanish courts and authorities of Spain.

Should the Translation be Completed Before or After the Notarisation Process?

Again, this is a case-sensitive matter. However, the process will typically proceed in one of two ways:

1. The documents will be translated prior to the notary notarising the original and translated documents, in which case the notary will typically confirm both the original underlying document as well as a verification as to the translator’s status and the completion of the certified translation.
2. The notarised documents will be completed first (including, where applicable, the affixing of an apostille to the notarised document). Thereafter, the notarised documents will be subject to professional/official language translation.

A reminder: It’s imperative to ensure that the instructions and expectations of the receiving jurisdiction are complied with, so it’s worthwhile taking the additional time needed to make sure of the sequence of the translation in the overall process.

What Form Should the Certified Translation Take?

This question in some ways interlinks with the above question of whether a certified translator or a sworn translator will be carrying out the translation.

For example, it’s common that sworn translators completing language translations must, on completion, swear or affirm to an affidavit confirming (amongst other things):

• The translator’s company (if applicable), qualifications and expertise (to this end, the translator typically exhibits to their sworn or affirmed affidavit their professional translation qualifications as well as their current curriculum vitae); 

• That they have reviewed the original document and can certify a translation that accurately reflects its content; and
• The translator then confirms with words to the effect that they have faithfully completed the translation from language A to language B.

This certificate of accuracy is critical for legal acceptance by embassies, courts and government agencies.

How to Translate Legal Documents for Embassy Submission: A Step-by-Step Guide to Translating Official UK Documents

The exact process can vary depending on whether a sworn or certified translator is needed and whether a general notary or scrivener notary is involved. Here’s a general overview:

1. Determine the translator type required (certified vs sworn) based on the destination country and document type.
2. Decide the sequence of notarisation and translation based on the receiving authority’s requirements.
3. If a notary’s translation is required (such as by a scrivener notary), confirm that the notary is qualified in the relevant languages.
4. Obtain translation from certified translation services or an appropriate translator who can certify a translation, including a certificate of accuracy or sworn affidavit that references the original document.
5. Submit both the original notarised document and the certified translated documents as required by the embassy, visa office, or legal authority.
6. Consider additional notarisation or legalisation requirements such as an apostille from the Foreign, Commonwealth and Development Office (FCDO) or consular legalisation by embassies if applicable for international acceptance.

What Does a Professional, Certified Language Translation Cost?

This will depend much on the nature and size of the document(s) required to be translated, as well as the current and target languages.

While there are numerous methods for calculating the official fees for commissioning a professional/official language translation, a common method is to count the total number of words or pages of the document(s) requiring the translation and calculate the fees on this basis.

Factor in any certification or urgency surcharges if applicable. Additional methods for calculating fees may apply in instances where the document(s) to be translated are particularly complex in nature (such as, for example, legal documents prepared in contemplation or post-litigation between sophisticated commercial parties).

There is no single government-mandated official fee guide for certified translation in the UK, but the industry follows fairly consistent pricing standards. The usual range for certified translations is about £0.10 to £0.16 per word. On average, this translates to around £0.12 to £0.13 per word for certified translations. When calculated per page, one standard page is often considered to be 250 words. Therefore, per-page costs generally range from £25 to £40. 

For legal or technical documents requiring certification, prices per page can increase to £40 to £60 or higher. Additional certification types (like sworn, notarised, or legalised translations) add extra fees ranging from about +10% to +100% beyond the base translation cost, depending on legal or official requirements.

Summary Table of Typical Rates

Should the Notary Be the Same Party as the Certified or Sworn Translator?

This will depend again on the specific circumstances of the case. In particular, for notaries practising in England and Wales, they can only draft documentation – including translations – in foreign languages if they are sufficiently qualified to read and write in such languages.

In England and Wales, the notarial profession is typically split between general notaries and scrivener notaries. 

Scrivener notaries − commonly requested by commercial clients in the banking, merchant and insurance industries to commission professional/certified language translation − must be proficient in at least two additional foreign languages in addition to the English language.

In this instance, scrivener notaries play an important role in facilitating the flow of commercial transactions by both notarising and translating documents for use around the world.

Having said that, in many instances the notarial act and professional/official translation will be two standalone documents, which complement one another in that the notary certifies a particular document or transaction, which is later professionally translated by the certified or sworn translator.

Do Translated Documents Need to Be Notarised or Apostilled?

This will depend on the specific request of the overseas jurisdiction, country or recipient of the document(s) in question. However, it is commonly a requirement that:

1. The document(s) are first notarised, which would include verification of the translation; 
2. If the country receiving the notarised document(s) is a member of the Hague Apostille Convention − the Convention of 5 October 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents − then the notarised document(s) may need to be apostilled by the UK’s Foreign, Commonwealth and Development Office (FCDO); and
3. If the country receiving the notarised document is not a member of the Apostille Convention, then the notarised document(s) may need to be legalised or consularised by the High Commission or Embassy of that country located within the United Kingdom.

Conclusion

When obtaining a professional/official translation of documents, it’s important at the outset to consider the following factors:

1. Whether a certified translation or sworn translation is required;
2. If a notary’s involvement is required and whether the notary is required to translate the document themselves. For example, where the notary is required to notarise a public form power of attorney in dual languages, the notary must be proficient in the language concerned, as the words are those of the notary;
3. To confirm whether a sworn or affirmed affidavit confirming completion of translation (or similar) is required once the translation has been completed; and
4. Cost considerations based on the nature and volume of document(s) required to be notarised or translated.

At Notary.co.uk, we provide notarial and official translation services for UK residents, both private and commercial, for use worldwide. 

If you want to know more about where to translate documents for visa or immigration or need a professional, step-by-step approach to your translation needs, please contact us at info@notary.co.uk or 020 7630 1777 today.