Certified (Sworn) Translation – Key Features

What is a Certified or Sworn Translation and When is it Needed? A Guide for Clients

If you need a translation of official or legal documents, you may have encountered the terms "certified translation" or "sworn translation." In Poland, certified translations, also known as sworn translations, are required in specific situations where translated documents must have full legal validity.

What is a Certified Translation According to Polish Law?

A certified translation is a translation performed by a sworn translator, a person who has passed the appropriate exams and is registered on the list of sworn translators maintained by the Ministry of Justice. Sworn translators are authorized to certify the accuracy of translations to the original document using a special seal and signature. This certification grants the translation a legal status equivalent to the original document.

It is worth noting that a certified translation differs from a regular translation in that it is required for official matters where the authenticity of the content must be confirmed.

When is a Certified Translation Needed?

Certified translations are required wherever legal or official documents are involved. Below are examples of documents that often require certified translations:

• Civil Registry Office Documents: Birth, marriage, and death certificates. These are essential for formal proceedings abroad or in Poland, such as getting married, registering the birth of a child, or reporting a death.

• Notarial Deeds: Powers of attorney, wills, and sales agreements. These are required when dealing with property or inheritance matters abroad or at official institutions.

• Contracts and Agreements: When collaborating with foreign business partners, a certified translation ensures that the contract's content matches the original.

• Court and Administrative Documents: Judgments, official decisions, permits, and vehicle registration documentation. These are necessary for court, administrative, or official matters that require submission in another language.

• Diplomas and Certificates: Documents confirming professional qualifications or educational credentials. These are often required when applying for jobs or studies abroad.

What to Pay Attention to as a Client?

1. Verify the Translator’s Certification:
   In Poland, only sworn translators have the seal that grants a translation legal validity. The list of sworn translators is available on the Ministry of Justice’s website.

2. Determine Whether Certified Translation is Needed:
   Not all documents require this type of translation. Check if a standard translation would suffice, as it is less expensive.

3. Ensure Data Accuracy:
   Certified translations must match the original exactly. Before submitting documents for translation, verify that all information is correct to avoid later issues.

4. Plan for Processing Time:
   Certified translations can take longer than standard translations, so it’s advisable to schedule sufficient time for their completion.

5. Understand the Cost:
   Certified translations are typically more expensive due to their specialized nature and the requirement for certification. The rates for certified translations are regulated by law, ensuring uniformity.

Summary

A certified translation is a document with full legal validity, suitable for official and legal matters both domestically and internationally. Performed by a sworn translator, it ensures the translation is faithful to the original and can be used wherever document authenticity is required.

If you need a translation of an official or legal document, make sure to verify whether a certified translation is necessary. This will save you time and help you avoid unnecessary complications.