Understanding certified translations in the UK: help with getting official documents approved
Image credit: Brian Jackson
What is a certified translation?
A certified translation is an accurate translation by a professional translator of an official document such as a birth certificate, marriage certificate or educational transcript.
Unlike some countries (especially countries in the EU), the UK doesn’t have an accreditation or ‘sworn’ system for translators. In practice, this means that ‘certified translator’ might mean something different in the UK to what you might be used to.
In the UK, in practice, it is the translation itself that is certified, rather than the translator themselves.
However, it is still important to know that, in the UK, not all professional translators are accredited to certify translations.
It is also important to the know that the translation must be certified by a translator recognised as having English as their mother tongue. For that, reason, I offer certified translations into English only.
What a certified translation should include
An accurate and complete translation of the original language document
A signed, dated statement attesting to accuracy and completeness
The translator’s full name, credentials (e.g. MITI), and contact details
The ITI stamp if applicable
Language pair and document name
A clear covering letter for the receiving organisation
This is the standard package most UK authorities expect.
Why is certification needed?
Certified translations are typically required by official bodies and institutions when documents are in a foreign language, for example government agencies or solicitors. Common situations include:
Immigration applications: Supporting documents like birth certificates, marriage certificates, and educational transcripts.
Legal proceedings: Contracts, witness statements, and other legal documents.
Academic admissions: Diplomas, degrees, and academic records.
Business transactions: Company registration documents, financial statements, and contracts.
Medical records: Patient histories and medical reports
“In the UK, not all professional translators are accredited to certify translations. ”
Who can certify translations for official purposes in the UK?
If you need a translation of an official document to be approved, UK authorities such as the Home Office or the General Medical Council will typically accept translations that come with a signed accuracy statement from a recognised professional translator, including their credentials and contact details.
To be qualified, the translator will have demonstrated a certain level of experience. They will also often have passed tests and have credentials recognised by an external organisation (such as the Institute of Translation and Interpreting or the Chartered Institute of Linguists).
Memberships and designations such as ‘MITI’ and/or ‘Chartered Linguist’ (CL) are widely recognised indicators of quality and professionalism.
Will my translation be accepted?
My certified translations meet UK standards and I am a qualified translator (MITI). You can find my profile on the ITI directory here. I am able to produce certified translations from French into English and from Spanish into English.
My translation will come with a signed statement confirming the translation’s accuracy and completeness. This is a guarantee from me that the translation is a true and accurate representation of the original document.
What my signed statement includes
The covering letter will give my signature, contact information, credentials, date and the ITI stamp. So you get a translation you can trust.
Specifically, it will say the following:
I, the undersigned, Philippa Hammond, Qualified Member of the Institute of Translation and Interpreting, declare that my translation of the enclosed [name and language of document or certificate] is to the best of my knowledge and belief a true and faithful rendering in English of the original Spanish, done to the best of my ability as a professional translator.
How I ensure my certified translations are accurate and will be accepted
I work from clear, complete scans so that nothing gets missed. Names, dates, places and official stamps are matched exactly, and the layout and key headings are mirrored as closely as possible, so your translated document is easy to follow.
Because I am trained in writing in Plain English, I will avoid using jargon or overly legalistic language in the translation, to ensure all the information is clear and accessible to everyone.
I always do a final quality check and get your approval before I sign and stamp. Every detail is checked to ensure your translation matches the original.
How the process works
What I need from you
A full, readable scan (both sides if applicable). Digital PDFs are ideal. Photos of documents are hard to read and will take a lot longer to translate (and therefore cost you more).
I will then send you an itemised quote and timeline (usually 2-3 working days).
Fees start at £50 for a single-page document.
Translation process and timescale
After the fee and timescale have been agreed with you, I will get to work on the translation, carefully checking details such as passport numbers and names. I produce a first draft before reviewing and proofreading to ensure completeness.
I’ll send you a draft of the translation for you to approve before final delivery as a Word or PDF document. I can also post hard copies on request.
Turnaround and delivery
Translations of short certificates are completed within 2–3 working days. Quick, straightforward and secure, and in the format you need.
Frequently Asked Questions
Do you need my original document, or is a scan enough?
In most cases, a clear, complete, high‑resolution scan is sufficient. Photos of documents will be less clear than a scan and will take me longer to translate, resulting in higher costs. I therefore strongly recommend sending me a good quality scan.
If the receiving organisation explicitly requires paper originals by post, they will tell you.
Certification vs. notarisation: what’s the difference and when is each needed?
Certification means that I will sign a covering letter with my credentials and ITI stamp to confirm the translation is true and complete.
Notarisation is different: a Notary Public verifies my identity and witnesses my signature. They do not check the translation itself. Notarisation is only needed if the receiving organisation specifically asks for it, or for use abroad. If you need it, I work with local notaries and can arrange notarisation and advise on any apostille/legalisation steps.
Ready to request a quote for my certified translation services?
Email me your scan and indicate who it’s for; I’ll confirm acceptance, provide a timeline and send an itemised quote. There’s no administrative stress involved - you will receive your translations via email within 2-3 days (or longer by post), ready for your application to be approved and accepted. Not sure whether you need certification? I’m happy to advise.
