Sworn, official and certified translation

The terms sworn translation, official translation and certified translation are sometimes used as if they meant the same thing. They do not always do so. The difference depends on the country, the receiving authority, the type of document and who issues the certification.

In Spain, sworn translation has a very specific meaning: it is carried out, signed and stamped by a sworn translator appointed by the Ministry of Foreign Affairs, European Union and Cooperation. That translation has official validity for submission to public authorities, courts, universities, notaries or other bodies that require a sworn translation.

Certified translation, by contrast, may refer in other countries to a translation accompanied by a statement of accuracy issued by the translation company or by the translator. It should not automatically be confused with Spanish sworn translation.

What a sworn translation is

A sworn translation is an official translation signed, stamped and certified by an authorised sworn translator.

In Spain, the sworn translator acts under official appointment. Their signature and stamp certify that the translation is complete and faithful to the original document.

This type of translation is usually required for documents that must be submitted to an authority or institution.

Examples include birth certificates, marriage certificates, criminal record certificates, academic degrees, university transcripts, judgments, powers of attorney, deeds, commercial registry certificates, immigration documents, medical certificates, company documents, documents for public tenders and administrative decisions.

The key factor is not only the type of document. It is also where the document will be submitted.

What an official translation is

In Spain, many people use official translation as a practical synonym of sworn translation.

However, in other countries the concept may vary. It may refer to a translation produced by an authorised translator, certified by an agency, notarised, accepted by an institution or issued within an official procedure.

For that reason, automatic equivalence between languages should be avoided.

An “official translation”, a “certified translation”, a “sworn translation”, a “traduction assermentée” or a “beglaubigte Übersetzung” may correspond to different systems.

Before ordering a translation, it is advisable to confirm exactly what the receiving body requires.

What a certified translation is

A certified translation is usually a translation accompanied by a statement of accuracy.

In some countries and international procedures, a translation company can issue that certification. In others, the certification must come from an authorised professional, a notary, a public authority or a recognised association.

This is the key difference from Spanish sworn translation.

In Spain, the sworn translation is certified directly by the sworn translator. In a certified translation for certain international uses, the translation company may issue a statement of accuracy for the service provided.

That is why certified translation should not always be translated as “traducción jurada”. Sometimes it will be a certified translation. Sometimes it will be an official translation. In other cases, depending on the country, another procedure will be required.

Does sworn translation fall within ISO 17100?

No. Spanish sworn translation is outside ISO 17100.

The reason is clear: Spanish sworn translation does not follow the normal workflow of agency, translator, independent reviser and project manager. The sworn translator translates, signs, stamps and certifies the document directly.

It does not go through independent revision within a translation company. Nor can the final certification be delegated to the translation company.

Therefore, a Spanish sworn translation should not be presented as a translation conforming to ISO 17100.

It can be managed administratively by an agency, but the formal responsibility for the sworn translation lies with the sworn translator who signs it.

Can a certified translation be provided under ISO 17100?

Yes, in some cases.

A certified translation for certain international procedures can be carried out within a professional translation process with a qualified translator, independent revision, project management and final verification.

In that case, the service can be provided under ISO 17100 and also accompanied by a statement of accuracy issued by the translation company.

This may occur, for example, in some certified translations for use in the United States or in other countries where the Spanish figure of the sworn translator does not exist in the same form.

The important point is not to mix the concepts: Spanish sworn translation is outside ISO 17100; company-certified translation can be provided under ISO 17100 if it follows the required process; and foreign official translation depends on the country and the receiving authority.

Difference between legal content and sworn translation

A legal document does not always require a sworn translation.

A contract, legal report, deed, claim or company articles may require professional legal translation. But they will require sworn translation only if the receiving body demands it.

For example, a company may ask for the legal translation of a contract in order to review an international negotiation. In that case, a sworn translation may not be necessary.

However, if that same contract must be submitted to a public authority that requires a sworn translation, a sworn translator will be needed.

The intended use of the document determines the appropriate service.

Documents that often require sworn translation

Sworn translation is often requested for administrative, judicial, academic, notarial or immigration procedures.

Common documents include civil registry certificates, academic certificates, university degrees, transcripts, criminal record certificates, judgments, court orders, claims, powers of attorney, notarial deeds, company certificates, company documents, medical certificates, official reports, adoption documents, residence permits, tax certificates and tender documentation.

However, the list is not closed. If the receiving body requires a sworn translation, the document must be translated by a sworn translator, even if the text does not appear to be legal in nature.

Sworn translation and medical translation

There may also be sworn translations of medical documents.

Examples include clinical reports, medical certificates, disability reports, medical records or health documentation for administrative or judicial procedures.

In these cases, two separate levels overlap.

On the one hand, the document has medical content and requires terminological precision. On the other hand, the procedure may require a sworn translation.

Professional medical and pharmaceutical translation can be provided under ISO 17100 when it follows the translation and revision process. Spanish sworn translation, by contrast, falls under the responsibility of the sworn translator who signs it.

Sworn translation and revision.

In a translation conforming to ISO 17100, independent revision is a central part of the process.

In Spanish sworn translation, the structure is different. The sworn translator certifies the translation directly. There is no mandatory independent revision within the ISO 17100 workflow.

This does not mean that the sworn translator does not check their own work. It means that the service is not structured as an ISO 17100 project with translation, revision by another person, final verification and agency project management.

This distinction should be explained accurately to the client.

Certified translation for international procedures.

In some international procedures, a translation accompanied by a statement of accuracy is accepted.

In such cases, the certification may state that the translation is complete and faithful to the original and identify the company or professional issuing it.

This service can be useful for academic, immigration, administrative, corporate or personal documents intended for certain foreign bodies.

If the client needs a certified translation, the country and the receiving body should be indicated. The agency can then assess whether a company certification is sufficient, whether a sworn translation is needed, whether notarisation is required or whether another validation is appropriate.

Apostille, legalisation and translation

Sworn translation should not be confused with apostille or legalisation.

The apostille or legalisation usually affects the original document, not the translation as such. It serves to allow a public document to have effect in another country, according to the applicable procedure.

In some procedures, the document must be apostilled before it is translated. In others, it may be translated first. This depends on the country, the receiving authority and the type of document.

For that reason, the correct order should be confirmed before starting the procedure.

How to know which translation you need

Before requesting a quote, three questions should be answered.

Where will the document be submitted? What exactly does the receiving body require? Does the document require sworn, certified, notarised or simply professional translation?

If the answer is not clear, it is better to ask the authority before ordering the translation.

A translation agency can provide guidance on usual differences, but the receiving authority decides what it accepts.

Relationship with service quality

Sworn translation, official translation and certified translation have different purposes, but all require precision.

In certified translations managed by a translation company, service quality can be supported by ISO 17100 when the process includes a qualified translator, independent revision and final verification.

In Spanish sworn translation, the formal guarantee comes from the sworn translator's official appointment, signature, stamp and certification.

These guarantees are not equivalent. They are different mechanisms.

LinguaVox and official and certified translations

LinguaVox manages professional translations, certified translations for certain international procedures and services related to sworn translation through sworn translators when the document requires it.

It also provides technical, legal, medical, pharmaceutical, commercial and corporate translation services with certified processes under ISO 17100 when the service falls within the scope of the standard.

Request a certified or sworn translation quote

Frequently asked questions about sworn, official and certified translation

What is a sworn translation?

It is a translation signed, stamped and certified by an authorised sworn translator. In Spain, it has official validity for procedures in which an authority requires this type of translation.

Are official translation and sworn translation the same thing?

In Spain, they are often used as practical equivalents. In other countries, “official translation” may have a different meaning. That is why the country and the receiving body should always be checked.

What is a certified translation?

It is a translation accompanied by a statement of accuracy. In some countries it may be issued by a translation company. In others, an authorised professional, notary or other procedure is required.

Does Spanish sworn translation comply with ISO 17100?

No. Spanish sworn translation is outside ISO 17100 because it is carried out and certified directly by the sworn translator, without following the workflow of agency, translator, independent reviser and project manager.

Can a certified translation comply with ISO 17100?

Yes, if it is a service managed by a translation company with a qualified translator, independent revision, project management and final verification, and if a statement of accuracy is also issued.

How do I know if I need a sworn translation?

You should check with the body that will receive the document. If it requires a sworn translation, the document must be entrusted to an authorised sworn translator. If it only requires a certified translation, another type of certification may be sufficient.