USCIS, Universities & Employers: How to Get Your Certificates Accepted Everywhere
06 Nov 2025
Submitting certificates to USCIS, universities, or employers can feel overwhelming—especially if they're in a foreign language. Each institution follows strict guidelines about how documents must be translated, verified, and certified before acceptance.
Whether you're applying for immigration, enrolling in a foreign university, or submitting credentials for a job, proper translation plays a critical role. At Document Translation Services (DTS), we've been helping individuals and organizations navigate these requirements for over a decade, translating and certifying thousands of certificates every year.
This guide explains how to translate certificates for USCIS and universities, the difference between certified and official translations, and how to make sure your documents are accepted worldwide.
Understanding the Translation Requirements
When foreign-language certificates are submitted to U.S. or international institutions, they must come with certified English translations.
What Is a Certified Translation?
A certified translation is a complete, word-for-word English translation of your document accompanied by a signed statement from the translator or translation agency affirming its accuracy and completeness.
At DTS, our certified translations include a Certificate of Translation Accuracy issued on official letterhead, complete with the translator's signature, stamp or seal, contact information, and our American Translators Association (ATA) membership number.
It's the only type of translation accepted by:
- USCIS (U.S. Citizenship and Immigration Services)
- Accredited universities and credential evaluation bodies
- Employers verifying international qualifications
Professional certified translation services ensure your translations meet these strict standards—so you avoid costly delays or rejections.
Translating Certificates for USCIS
When applying for a visa, green card, or citizenship, USCIS requires certified English translations of any non-English documents. According to the Code of Federal Regulations, 8 CFR 103.2(b)(3):
"Any document containing foreign language submitted to USCIS shall be accompanied by a full English language translation…"
A full translation means every detail—including stamps, seals, and handwritten notes—must be translated.
Documents That Must Be Translated for USCIS:
- Birth certificates
- Marriage or divorce certificates
- Educational diplomas
- Employment records
- Police clearance certificates
- Medical records (if required for specific applications)
USCIS Translation Requirements
Based on our extensive experience translating documents for USCIS applications, the translator's certification must include:
- Confirmation that the translation is complete and accurate
- A statement confirming the translator is competent to translate from the foreign language into English
- The translator's name, address, and signature
- The date of certification
Important: USCIS does not require notarization—only certification from a qualified translator or certified translation company.
We guarantee that our translations meet USCIS requirements and will be accepted. With over 98,000 translated documents and clients in 74 countries, we understand exactly what USCIS expects.
Translating Certificates for Universities
Academic institutions have their own verification process for international documents. Universities usually demand official translation services that provide certified English versions of diplomas, transcripts, and course syllabi.
Documents That Usually Need Translation for Academic Use:
- Diplomas and degree certificates
- Academic transcripts
- Recommendation letters
- Research papers or thesis summaries
- Course outlines (for credit evaluation)
Some universities also ask for translations to be notarized or sealed by an official document translation service. As members of the American Translators Association (ATA), Association of Translation Companies (ATC), and the European Union of Associations of Translation Companies (EUATC), our translations are recognized and accepted by universities worldwide.
Always check your university's website for detailed translation submission guidelines before applying. Our team can guide you through the specific requirements of your institution.
Translating Certificates for Employers
When applying for a job abroad, employers often require translated versions of your credentials, especially if your education or work experience is from another country.
Commonly Requested Documents Include:
- Professional certificates and licenses
- Employment verification letters
- Reference letters
- Academic diplomas or training certificates
Using certified translation services gives employers confidence that your credentials are authentic and properly verified.
If you're applying to a regulated profession such as healthcare, law, or engineering, ensure your translation meets the standards of the licensing board or regulatory authority in your destination country. Our translators are experienced in handling professional certifications and understand the terminology required for various industries.
Certified vs. Sworn vs. Official Translations
Not all translations are the same—understanding the differences can help you submit the right version.
At DTS, we offer all four types of official translations depending on your specific requirements. If your document will be used internationally, we can advise whether a sworn translation or apostille is required.
The Translation Verification Process
Different organizations verify translations in slightly different ways:
For USCIS
- Translation must include the translator's name, signature, and a certification statement
- Electronic submissions are accepted—no need for notarization
- You don't need to send original hard copies; simply upload your document through our website or email it to us
For Universities
- Some schools require translations sent directly by the translator or certified translation company in a sealed envelope
- In other cases, scanned copies are acceptable
- We can accommodate either format based on your university's requirements
For Employers
- Employers may verify translations through HR departments or credential evaluation agencies
- Certified translations from professional official translation services are typically accepted without issue
- Our translations come with full contact information for verification purposes
How to Choose the Right Certified Translation Company
Selecting the right service provider ensures accuracy, confidentiality, and compliance with institutional requirements. Submitting a USCIS application or university enrollment can be stressful, but translation is one thing you shouldn't have to worry about.
What to Look For:
Professional Credentials
- ATA (American Translators Association) certification
- Membership in recognized translation associations
- Experience with immigration, academic, and employment documents
Quality Guarantees
- 100% acceptance guarantee by USCIS, universities, and employers
- Certificate of Accuracy on official letterhead
- Experienced, qualified translators fluent in both languages
Security and Service
- Confidential handling of personal information
- Clear pricing and turnaround time
- Responsive customer support
Why Choose Document Translation Services?
We're proud members of the ATA, ATC, and EUATC, following a strict Code of Professional Conduct rooted in our core values: integrity, professionalism, accountability, and fairness. This ensures that every translation is handled with ethical care and responsibility.
Our certified translation services are guaranteed to be accepted by:
- US Citizenship and Immigration Services
- UK Visas and Immigration
- Australian Immigration
- New Zealand Immigration
- European Union authorities
- HM Courts & Tribunals Service
- HM Passport Office
- Universities worldwide
- International employers
Professional document translation services provide a Certificate of Accuracy and ensure proper formatting that mirrors your original document—a detail that's crucial for official submissions.
Benefits of Using Professional Translation Services
Universal Acceptance
Certified translations are recognized by government agencies, universities, and employers worldwide.
Accuracy and Consistency
Terminology, grades, and dates are translated precisely by experienced translators who are competent in both the source language and English.
Confidentiality
Personal and legal data are securely handled according to strict data protection policies.
Efficiency
Faster processing saves you time and stress. Most translations are delivered within 24-72 hours depending on document complexity.
Multi-Purpose Use
A single certified translation can often serve academic, immigration, and employment needs simultaneously.
No Fuss, No Stress
Just a smooth and hassle-free experience from start to finish. Let us take care of the translation so you can focus on everything else that matters in your application.
By relying on a reputable certified translation company, you ensure all your documents meet the highest professional standards.
Common Mistakes to Avoid
Using unqualified or non-certified translators
Institutions immediately reject translations that don't come with proper certification.
Submitting incomplete or partial translations
Remember that every detail—including stamps, seals, and handwritten notes—must be translated.
Forgetting the translator's certification statement
The Certificate of Accuracy is essential for acceptance.
Using free online translation tools
Machine translations are never accepted for official purposes.
Ignoring agency-specific requirements
Different institutions may have unique formatting or submission requirements.
Always double-check before submission to avoid unnecessary rejections or delays.
Global Use: Getting Your Translations Accepted Abroad
If your certificates will be used outside the U.S., some countries require:
- Sworn translation by government-approved translators
- Apostille certification for legal recognition under the Hague Convention
- Notarized translations for specific academic or legal processes
Your official translation services provider can guide you on additional legalization steps required for international acceptance. With clients in 74 countries and translation services in over 110 languages, we have extensive experience with international requirements.
Conclusion
Getting your certificates accepted by USCIS, universities, and employers doesn't have to be complicated. The key is using reliable, certified translation services that meet each institution's requirements.
Whether you're submitting immigration paperwork, applying for higher education, or verifying your professional background, a professional certified translation company ensures your documents are accurate, compliant, and globally recognized.
Frequently Asked Questions (FAQ)
1. What's the difference between certified and sworn translations?
A certified translation includes a signed accuracy statement, while a sworn translation is completed by a translator officially authorized by a government.
2. Does USCIS require notarized translations?
No. USCIS only requires certified translations with a signed accuracy statement from the translator.
3. Can I translate my own documents?
No. You cannot translate your own documents for official purposes. Translations must be performed by a qualified professional who can certify the accuracy objectively.
4. How long does it take to get a certified translation?
Most certified translation companies deliver translations within 24-72 hours, depending on length and complexity.
5. Are scanned copies accepted by universities and employers?
Yes, in most cases. However, some institutions may require sealed physical copies directly from the translator or agency. We can accommodate either format.
6. What if my document is already in English but issued abroad?
You may still need to verify it through official translation services or credential evaluation agencies for authenticity.
7. How can I be sure my translation is accepted internationally?
Confirm whether your destination country requires an apostille or sworn translation. Our team can guide you through the specific requirements.