Certified vs Notarized Translation: Why USCIS, Courts & Universities Ask for Different Things
20 Nov 2025
When it comes to submitting important documents whether for immigration, education, or legal proceedings the kind of translation you need matters.
You may come across terms like certified translation, notarized translation, or even sworn translation services. But what do these mean? And why do different institutions such as USCIS, universities, or courts require different types?
In this guide, we'll break down the difference between certified and notarized translation, explain when each is required, and help you choose the right official translation services for your needs.
Certified vs Notarized Translation The Core Difference
Though both are used for official document translation services, their purpose and validation process differ significantly.
Certified Translation
A certified translation is a translation accompanied by a signed statement (certificate of accuracy) from the translator or certified translation company. This declaration confirms that the translation is complete and accurate.
The Certificate of Translation Accuracy is issued on the translation company's letterhead and typically includes:
- A statement confirming the translation is complete and accurate
- A declaration that the translator is competent to translate from the original language into English
- The translator's full name, address, and signature
- The date of certification
- The translator's membership number from a recognized professional association
Accepted by: USCIS, universities, and many government agencies
Suitable for: birth certificates, marriage certificates, medical records, academic transcripts, and legal documents
Notarized Translation
A notarized translation involves a notary public verifying the identity of the translator not the quality or accuracy of the translation itself. The notary witnesses the translator's signature and affirms their identity, creating a notarized copy that's legally traceable.
Accepted by: Courts, some international institutions, and legal offices
Suitable for: legal contracts, affidavits, business documents, and official declarations
So while a certified translation validates the accuracy of content, a notarized translation confirms the authenticity of the translator's identity.
It's important to remember that the notary does not verify the accuracy of the translation, only the identity of the person who signed it.
Why USCIS, Courts & Universities Ask for Different Things
Different institutions have varying legal and procedural standards that's why they don't all ask for the same translation format.
USCIS (U.S. Citizenship and Immigration Services)
For immigration purposes, USCIS only accepts certified translations.
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..."
If you're submitting:
- A birth certificate
- Marriage or divorce papers
- Police records
- Medical or vaccination forms
- Academic transcripts
- Bank statements
You'll need a certified translation USA that includes:
- A statement of accuracy
- The translator's name, signature, and date
- The exact translation of every word, including stamps, seals, signatures, and handwritten notes (no summaries)
USCIS does not accept notarized translations certification is mandatory.
At Document Translation Services (DTS), we know USCIS applications can be stressful. That's why we make the translation part easy, simple and hassle-free. With over ten years of experience translating and certifying documents into English, we guarantee your translations will meet USCIS requirements.
Courts and Legal Offices
Courts often require notarised translation services or sworn translation services depending on the jurisdiction.
For example:
- Sworn translations are used in some countries (like Spain or France), where government-authorized translators validate the translation.
- In the U.S., notarized translations may be required for affidavits, depositions, or contracts to prove authenticity.
Here, official translation services ensure compliance with court rules and maintain legal integrity in every submission.
Universities and Academic Institutions
Universities and credential evaluation agencies usually ask for certified translations when reviewing foreign diplomas, transcripts, or recommendation letters.
Certified translations confirm that academic records accurately reflect the content of the original. Most universities will not accept self-translated or uncertified copies.
At DTS, we translate thousands of academic documents every year, including:
- Diplomas and degree certificates
- Academic transcripts
- Recommendation letters
- Course descriptions
- Certificates of completion
All translations come with proper certification guaranteed to be accepted by universities and credential evaluation services.
Certified Translation Services The Gold Standard for Accuracy
Certified translation services are often the go-to for individuals and institutions that value precision and compliance.
A professional certified translation company provides:
- Linguistic accuracy
- Cultural nuance
- Legal validity
- Professional formatting
- Document preservation
Common Documents Requiring Certified Translation:
- Birth, marriage, and divorce certificates
- Medical records and vaccination cards
- School transcripts and diplomas
- Police clearance certificates
- Immigration forms
- Driving licenses
- Passports
- Death certificates
- Bank statements
These translations are often performed by specialists offering professional translation services for documents, ensuring your paperwork stands up to official scrutiny.
What Makes DTS Certified Translations Different
At Document Translation Services, our certified translations are backed by professional associations, including the American Translators Association (ATA), the Association of Translation Companies (ATC), and the European Union of Associations of Translation Companies (EUATC).
As members, we follow a Code of Professional Conduct as part of our professional obligations. Over time, the principles it upholds integrity, professionalism, and accountability have become part of our own core values. These values guide how we work and ensure that every translation is handled with care, responsibility and a strong commitment to quality.
Sample Certification Text:
"Document Translation Services hereby certifies that the [name of document] has been translated by an experienced, qualified and competent professional translator, fluent in English and [foreign language] and that, in our best judgment, the translated text truly reflects the content, meaning, and style of the original text and constitutes in every respect a true and accurate translation of the original document."
Notarised Translation Services Adding Legal Authenticity
Notarised translation services are ideal when legal formality and authentication are required.
In this case, a notary public witnesses the translator's signature and affirms their identity creating a notarized copy that's legally traceable.
Key Points About Notarized Translations:
- The notary does not verify accuracy, only identity
- It's often used in conjunction with certified translation services for extra validation
- Required for certain court proceedings and legal transactions
- May be requested for international business documents
This type of official document translation service is often requested in international legal transactions or government paperwork where authenticity matters.
When You Need Both
Some situations may require both certification and notarization. In these cases, the translator certifies the accuracy of the translation, and then a notary public notarizes the translator's signature and identity.
Sworn Translation Services Government Authorized Precision
A sworn translation is performed by a translator who has been officially authorized by a government to produce legally valid translations.
In the U.S., sworn translation services are less common, but in Europe and Latin America, they carry significant weight for:
- Court proceedings
- Legal contracts
- Notarial acts
- Official government submissions
- International legal documentation
When dealing with cross-border legal documentation, your certified translation company can guide you on whether a sworn, certified, or notarized version is needed based on destination country rules.
At DTS, we understand international translation requirements and can advise you on the appropriate translation type for your specific needs, whether you're submitting documents in the USA or abroad.
Legalized Translation Services
In addition to certified, notarized, and sworn translations, some countries require legalized translations. Legalization is an additional authentication process that may involve:
- Apostille certification for countries party to the Hague Convention
- Embassy or consulate authentication for countries not part of the Hague Convention
If you need a translation for international use, contact DTS to discuss whether legalization is required for your specific situation.
Why Official Translation Services Are Essential
Official documents are often tied to life-changing milestones immigration, education, healthcare, or marriage. Using official translation services ensures your translations meet global compliance and recognition standards.
Benefits Include:
- Legal acceptance across jurisdictions
- Guaranteed accuracy and consistency
- Faster approval from embassies, courts, and universities
- Professional formatting and document preservation
- Complete translation of every element, including stamps, seals, and handwritten notes
- Confidential handling of sensitive information
With official document translation services, every line and seal of your file is treated with precision, confidentiality, and respect.
At DTS, with over 98,000 translated documents and service across 74 countries in 110+ languages, we have the expertise to handle your most important translations with care and professionalism.
How to Choose the Right Certified Translation Company
When selecting a certified translation company, keep these points in mind:
Accreditation
Check for affiliations with bodies like the American Translators Association (ATA), Association of Translation Companies (ATC), and other recognized professional organizations. DTS is a proud member of all three major translation associations, ensuring our work meets the highest industry standards.
Specialization
Choose a firm experienced in immigration, legal, and academic translations. At DTS, we've translated over 98,000 documents, including thousands of USCIS submissions, court documents, and academic credentials.
Security
Ensure they use encrypted platforms and confidentiality agreements. We handle every document with the utmost discretion and follow strict data protection protocols to safeguard your personal information.
Turnaround Time
Professional companies deliver within 24–72 hours depending on complexity. At DTS, we work efficiently to meet your deadlines while maintaining the highest quality standards.
Service Range
Look for providers offering certified translation USA, sworn translation services, and notarised translation services for global flexibility. DTS provides all types of official translations across 110+ languages.
Guaranteed Acceptance
Choose a company that guarantees their translations will be accepted by the relevant authorities. DTS translations are guaranteed to be accepted by:
- UK Visas and Immigration
- US Citizenship and Immigration Services
- HM Courts & Tribunals Service
- Australian Immigration
- HM Passport Office
- New Zealand Immigration
- European Union authorities
Transparent Pricing
Look for companies with clear pricing and no hidden fees. At DTS, we provide transparent quotes upfront so you know exactly what to expect.
Why Choose Document Translation Services
At DTS, we combine over ten years of experience with professional credentials and a commitment to quality that sets us apart:
Professional Membership
- American Translators Association (ATA)
- Association of Translation Companies (ATC)
- European Union of Associations of Translation Companies (EUATC)
Proven Track Record
- 98,000+ translated documents
- Service across 74 countries
- 110+ languages supported
- Guaranteed acceptance by official authorities worldwide
Quality Assurance
- Experienced, qualified professional translators
- Complete and accurate translations
- Proper certification meeting all requirements
- Fast turnaround times
Easy Process
- No fuss, no stress, just smooth and hassle-free service
- Upload documents electronically no need to mail originals
- Transparent pricing with no hidden fees
- Responsive customer service
Professional Translation Services for Documents Beyond Words
Quality translations go beyond direct word substitution. A good translator understands:
- Legal phrasing and terminology
- Cultural nuances
- Technical formatting requirements
- Official terminologies specific to different jurisdictions
- Document layout and presentation standards
Whether it's an academic transcript, divorce decree, or medical record, professional translation services for documents ensure every element aligns with international standards.
At DTS, our team of experienced, certified translators are fluent in both the source and target languages and understand the specific requirements of different document types and receiving institutions.
Frequently Asked Questions: Certified vs Notarized Translation
What's the difference between certified and notarized translation?
A certified translation verifies accuracy through a signed statement from the translator or translation company confirming the translation is complete and correct. A notarized translation involves a notary public verifying the translator's identity not the translation's content.
Does USCIS accept notarized translations?
No. USCIS only accepts certified translations for immigration documents. The translation must include a certification statement as outlined in 8 CFR 103.2(b)(3), but notarization is neither required nor sufficient.
When is notarized translation required?
Courts, legal offices, and certain business transactions often require notarised translation services to confirm authenticity. Some international institutions may also request notarized translations for legal documents.
Are sworn translations recognized in the USA?
Not officially. The USA relies on certified translation services, while sworn translation services are standard in some European and Latin American countries. However, if you need a document for use in a country that requires sworn translations, consult with DTS about the appropriate service.
Can I use the same translation for university and court submissions?
Not always. Universities typically require certified translations, while courts might need notarized or sworn translations depending on jurisdiction. Always check with the receiving institution about their specific requirements.
Can I translate my own documents?
No. For official purposes, documents must be translated by a professional translator or certified translation company. Self-translations are not accepted by USCIS, courts, or universities.