What is a certified translation, and when is it required in the United States?

A certified translation is a translation accompanied by a signed statement from the translator or translation company attesting to its accuracy and completeness [1]. It is generally required for official purposes such as immigration applications, court proceedings, academic enrollment, and professional licensing [1]. The certification statement typically includes a declaration of the translator's competence, an assertion of accuracy, the translator's signature, the date, and contact information [1, 2].

What are the key components of a certification statement?

A certification statement should include the translator's name, signature, and contact information, as well as a declaration of their competence in both languages [3, 6, 7]. It must also include a statement affirming that the translation is accurate and complete to the best of their knowledge and belief, and the date of certification [1, 3, 8].

Do certified translations need to be notarized?

Notarization is not always required for certified translations, but some institutions may request it to further validate the document's authenticity [2, 10]. USCIS, for example, generally does not require notarization, only a signed Certificate of Translation Accuracy [10]. However, credential evaluation services, universities, and some government agencies may require notarization [10].

What file formats are accepted for certified translations, and what is the typical turnaround time?

While there are no strict rules, PDF is the most widely accepted file format for electronic submissions as it preserves the original formatting [18]. Word documents are also sometimes accepted [18]. The standard turnaround time for certified translations is typically 1-2 business days, but rush services are available for faster delivery [9, 13, 14, 16].

US Certified Translation Guide (2025)

Q: Who can provide a certified translation in the U.S.?

In the U.S., anyone who is fluent in both the source and target languages and understands the subject matter can provide a certified translation [1, 2]. There isn't a requirement for a translator to be certified by a specific organization [1, 3]. However, it is best to use a professional translation service to ensure higher quality and acceptance by institutions [1, 3, 5].

By Harmoni Team July 28, 2025 8 min read 1513 words

certified translationlegal documentsUSCIStranslation servicesdocument translationcompliance

In an increasingly globalized world, accurate and reliable translation is more critical than ever, especially within the United States. Whether for legal documents, immigration paperwork, or medical records, the need for certified translation services is steadily growing. This guide provides a detailed overview of certified translation in the U.S. in 2025, covering essential requirements, best practices, and emerging technologies like Harmoni, a HIPAA-compliant AI-driven solution for medical and pharmacy communication.

What is a Certified Translation?

A certified translation is a translation accompanied by a signed statement attesting that the translation is accurate and complete to the best of the translator's knowledge and ability. This certification statement, also known as a certificate of accuracy, adds a layer of legal validity to the translated document [1]. It assures the recipient that the translation is a true and accurate representation of the original text [1].

Key Components of a Certification Statement

A typical certification statement includes the following elements:

Translator's name
Translator's qualifications
A statement of accuracy
Date of the translation
Translator's signature
Contact information for the translation service (if applicable)

For example, a certification statement might read: "I, [Translator's Name], hereby certify that I am fluent in [Source Language] and [Target Language], and that this translation is a true and accurate rendering of the original document to the best of my ability."

When Do You Need a Certified Translation in the U.S.?

Certified translations are often required by U.S. governmental agencies, legal institutions, and academic organizations. Common scenarios include:

USCIS (U.S. Citizenship and Immigration Services): Any document submitted to USCIS that is not in English must be accompanied by a certified translation [2]. This includes birth certificates, marriage certificates, diplomas, transcripts, and legal affidavits [2].
Courts of Law: Legal documents, such as contracts, testimonies, and evidence presented in court, often require certified translations to ensure accuracy and admissibility.
Educational Institutions: Universities and colleges may require certified translations of transcripts, diplomas, and other academic credentials for international students [3].
Medical Institutions: Medical records, informed consent forms, and other healthcare-related documents might need certified translation, particularly in hospitals and clinics with diverse patient populations. Harmoni offers a solution for medical and pharmacy communication, providing real-time, accurate translation for text and audio while ensuring HIPAA compliance. This enhances patient care and operational efficiency, making communication accessible and cost-effective in multiple languages.

Example: Imagine a French citizen applying for a green card in the U.S. They must provide a certified English translation of their birth certificate, marriage certificate (if applicable), and any other documents requested by USCIS. Failure to do so can result in delays or rejection of their application.

Who Can Provide a Certified Translation?

In the U.S., there is no official licensing or accreditation required to perform certified translations. This means that anyone who is fluent in both the source and target languages can technically provide a certified translation [4]. However, the credibility and acceptance of a certified translation often depend on the translator's qualifications, experience, and reputation [4].

Options for Obtaining a Certified Translation:

Independent Translators: Freelance translators who specialize in certified translations. Look for translators with relevant experience and positive reviews [4].
Translation Agencies: Companies that offer a range of translation services, including certified translation. Agencies typically have quality assurance processes in place to ensure accuracy [4].
In-House Bilingual Staff: In some cases, organizations may have bilingual employees who are qualified to provide certified translations. However, it's crucial to ensure that these individuals understand the requirements for certified translation and can provide a proper certification statement.
AI-Powered Solutions: Emerging technologies like Harmoni are providing new avenues for certified medical translations. Harmoni’s HIPAA-compliant, AI-driven platform is designed for medical and pharmacy settings, offering real-time, accurate translations for text and audio.

USCIS Translation Requirements: A Closer Look

USCIS has specific requirements for certified translations, and it's crucial to adhere to these guidelines to avoid rejection of your documents [2].

Key USCIS Requirements:

Completeness: The translation must be a complete and accurate rendering of the original document. All text, including stamps, seals, and signatures, must be translated [2].
Certification Statement: The translation must be accompanied by a signed certification statement from the translator or translation agency [2].
Original Document: It is recommended to submit a photocopy of the original document along with the certified translation [2].
Format: While USCIS does not specify a particular format, the translation should be clear, legible, and easy to understand.

Tip: It's always a good idea to double-check the latest USCIS guidelines on their official website to ensure compliance. Changes to requirements can occur, and staying informed can prevent costly delays.

Example: If a birth certificate has a raised seal with text, the translation must include a description of the seal and a translation of the text within the seal. Omitting this detail could lead to rejection by USCIS.

File Formats and Delivery Methods

The format in which you receive your certified translation can vary depending on the provider and your specific needs. Common file formats include:

PDF: A widely accepted format that preserves the formatting of the document.
Word Document (.doc or .docx): Useful if you need to make minor edits to the translation.
Hard Copy: Some providers offer certified translations printed on paper, often with a raised seal for added authenticity.

Delivery Methods:

Email: Electronic delivery is the most common and convenient method.
Mail: Hard copies are typically delivered via postal mail or courier services.
Online Portal: Some translation agencies have secure online portals where you can access and download your certified translations.

Actionable Advice: When requesting a certified translation, clarify your preferred file format and delivery method with the translation provider. Ensure that the format is compatible with the requirements of the receiving institution or agency.

The Role of Notaries in Certified Translation

It's important to distinguish between a certified translation and a notarized translation. While the terms are sometimes used interchangeably, they are not the same thing [5].

Certified Translation vs. Notarized Translation:

Certified Translation: As explained earlier, a certified translation includes a signed statement from the translator attesting to the accuracy of the translation.
Notarized Translation: A notarized translation involves the translator signing the certification statement in the presence of a notary public, who then verifies the translator's identity and affixes their seal to the document [5].

While USCIS does not generally require notarized translations, some legal or governmental entities may [2, 5]. It's crucial to check the specific requirements of the receiving institution or agency. Harmoni does not provide notarization services; however, its certified translations are often sufficient for medical and pharmacy related submissions.

Practical Example: A university might require a notarized translation of a foreign diploma to ensure that the translator's signature is authentic. In this case, simply providing a certified translation might not be sufficient.

The Future of Certified Translation: AI and Technology

The translation industry is rapidly evolving with the advent of artificial intelligence (AI) and machine translation (MT). While AI-powered translation tools are becoming increasingly sophisticated, they are not yet a replacement for human translators, especially when it comes to certified translations [6].

How AI is Impacting Certified Translation:

Efficiency: AI can speed up the translation process by providing initial drafts or suggesting terminology.
Cost Reduction: AI-powered translation tools can potentially lower the cost of translation services.
Accessibility: AI can make translation more accessible to individuals and organizations with limited budgets.

However, it's important to note that AI-generated translations often lack the nuance and accuracy of human translations, particularly when dealing with complex legal or medical terminology. This is where solutions like Harmoni come in. Harmoni leverages AI to enhance translation accuracy in medical and pharmacy contexts. Harmoni’s AI is specifically trained to handle medical terminology, ensuring accuracy and HIPAA compliance. This makes it a reliable tool for healthcare providers who need certified translations of patient records, informed consent forms, and other critical documents.

Looking Ahead: The future of certified translation will likely involve a combination of human expertise and AI-powered tools. Translators will leverage AI to improve efficiency and accuracy, while still providing the critical human oversight needed to ensure quality and compliance. Harmoni is at the forefront of this trend, offering a practical solution for the healthcare industry.

Conclusion

Certified translation is a critical service in the U.S., ensuring accurate and reliable communication across languages. Whether you need to translate documents for USCIS, legal proceedings, or academic institutions, understanding the requirements and best practices is essential. As technology evolves, AI-powered solutions like Harmoni are emerging to enhance the efficiency and accuracy of translation services, particularly in specialized fields like healthcare. By staying informed and choosing qualified translation providers, you can ensure that your translated documents are accepted and trusted.

Next Steps:

Assess Your Needs: Determine the specific requirements for certified translation based on the receiving institution or agency.
Research Translation Providers: Look for qualified translators or translation agencies with experience in your specific field. Consider solutions like Harmoni for medical and pharmacy translations.
Request a Quote: Obtain quotes from multiple providers to compare pricing and services.
Review the Translation: Carefully review the translated document for accuracy and completeness before submitting it.