Guide to Certified Document Translation for Canadian Immigration

Any time you are submitting a document for a Canadian Immigration application that is not originally in English or French, you must also include a translation into either English or French that meets the specific requirements of Immigration, Refugees and Citizenship Canada.

There are potentially two steps needed to satisfy the IRCC translation requirements when submitting original documents that are not in English or French, such as a marriage certificate or birth certificate. You will always need a proper translation. Second, if you are submitting a copy of the document (not the original itself), you will need a certified true copy of the original. In this post we explain how to obtain these things, to make sure you can provide an official translation acceptable to IRCC.

A proper translation for immigration purposes depends on the status of the translator:

• If the translator is a member in good standing of a professional translation organization in Canada that certifies translators, then you simply need the person to translate your document. They will have letterhead or a seal or something that shows their status.
• If the translator is not a certified translator in Canada, or resides outside of Canada, the process is different. You need a translation into English or French plus an affidavit from the translator.

An affidavit is a document on which the translator swears, in the presence of a person authorized to administer oaths in the country where the translator is living, that the contents of their translation are an accurate translation and representation of the contents of the original document. In Canada, this would be a Notary Public or Commissioner of Oaths; abroad it would be the equivalent.

A Sample Affidavit of Translation for Canada

An affidavit of translation acceptable to Immigration Canada would be a sworn statement that is similar to the following:

I, John Doe, of the city of Calgary, Alberta do solemnly declare that:

1. I am sufficiently proficient in the German language and can read, write and understand the same.
2. I gained my understanding of the German language because it is my first language.
3. I am sufficiently proficient in the English language and can read, write and understand the same.
4. I gained my understanding of the English language by attending University in English at the University of Calgary.
5. I have read the original source document affixed hereto and marked Exhibit “A” which is written in the German language and I have read the translated document, marked Exhibit “B” which is written in the English language and I declare that the contents of the translated document are the same as the contents of the original source document.

And I make this solemn declaration conscientiously believing it to be true.

Signature and stamp of Notary or Commissioner for Oaths

The legal format for affidavits will vary depending on the country in which the affidavit is being sworn.   The affidavit needs to be legal in the country in which it is sworn.

If you are not submitting the original document which was translated, but a copy only, then it must be a certified copy
. This means a person who is authorized to take oaths saw your original document, compared it to the copy, and verifies it is the same. You therefore must take the original to a lawyer or Notary Public who is approved to certify copies in the country in which they practice.  They must make a copy of the original document, and then write the following on the copy:

“I certify that this is a true copy of the original document”,

• the name of the original document,
• the date of the certification,
• their name,
• their official position or title, and
• their signature.

IRCC does not maintain a list of certified translators for immigration purposes, but relies on the Provincial licensing bodies for translators in Canada.  You can find a certified translator for Canada with a simple Google search or by visiting the home page of the Provincial Translators for a specific Province.  Any translator licensed by a Provincial body in Canada will be able to produce a translation that is acceptable for Canadian Immigration purposes.

Even if you have managed to secure a certified translation for immigration to Canada, there are other rules that also need to be observed:

You cannot translate a document for your own application, even if you are fluent in both languages. Nor can your family members. It must be an independent person.

If you will submit a supporting document, for example, a letter composed by someone you know, the original letter needs to reflect the language skills of the writer. You should not write a letter on behalf of your mother in English and then ask her to sign it, if your mother cannot write in English herself.  The proper route to take in this instance is for your mother to write the letter herself, in her native language, and then have it translated.

The need to translate documents properly can cause a lot of issues with Canadian immigration applications.  If you need to provide translated documents as part of your application, we recommend that you meet with a professional
to ensure that the translations you have obtained will be acceptable and to ensure that you include all of the documents necessary for your application to be accepted for processing. At The Way Immigration we are very familiar with these requirements, and are happy to assist.