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Two terms come up constantly in translation work: certified and notarized. They are not the same. Understanding the difference saves filing problems, immigration delays, and embassy rejections.
Certified translation
A certified translation is a written translation accompanied by a signed statement from the translator (a Certificate of Accuracy) attesting that the translation is a true and complete rendering of the source document, to the best of the translator's knowledge and ability. The certificate typically identifies the translator, the languages involved, the document translated, and the date.
A certified translation is about the accuracy of the translation. The translator is staking their professional reputation on the rendering being correct. U.S. Citizenship and Immigration Services (USCIS) accepts certified translations for immigration filings; many courts accept them for filings that involve documents in another language, though some require a sworn or notarized translation; many universities accept them for foreign academic transcripts.
Notarized translation
A notarized translation is a translation accompanied by a notary public's acknowledgment of the translator's signature on the Certificate of Accuracy. The notary is not attesting to the accuracy of the translation. The notary is attesting that the person who signed the certificate is who they say they are.
Notarization adds a verification layer that the translator was identified by an officer of the state. It does not add a separate guarantee of translation accuracy.
Which one you need
- USCIS filings: a certified translation is sufficient if the translator certifies that it is complete and accurate and that they are competent to translate from the foreign language into English. Notarization is not required under USCIS rules (see 8 CFR 103.2(b)(3)).
- U.S. state courts: requirements vary; many accept certified, some require notarized, and California requires foreign-language exhibits filed with civil motions, including discovery motions in family law cases, to have an English translation certified under oath by a qualified interpreter (Cal. Rules of Court, rule 3.1110(g)).
- Foreign embassies and consulates: many require notarization and some require an apostille from the Secretary of State, which is a separate step.
- Vital records and government filings: depends on the receiving agency. Confirm before translation.
- Academic admissions: usually certified is sufficient.
Apostille
For translations being submitted to foreign authorities in countries that are party to the Hague Apostille Convention, a notarized translation can be apostilled by the state where the notary is commissioned, usually by its Secretary of State. The apostille is a standardized certificate that authenticates the notary's signature for international use. Translations submitted to foreign authorities or for immigration matters abroad often need an apostille in addition to notarization; AMS can advise on which steps apply to your filing.
Practical advice
Before ordering a translation, ask the receiving institution exactly what they require: certified, notarized, sworn, or apostilled. The cost and turnaround time vary with each layer. Getting it right the first time avoids a common cause of translation rework.