When applying for a U.S. green card or visa, you may need to submit documents that aren’t in English. In these cases, the U.S. government requires you to provide a certified translation. This article will guide you through the process of getting and submitting certified translations for your immigration documents.
What Documents Need to be Translated into English?
Any document required for a U.S. green card or visa application that isn’t in English must be translated. This includes documents for both the applicant and their sponsoring relative. Some common documents that need translation include:
- Birth certificates (most common document)
- Marriage certificates
- Divorce papers (if you were previously married)
- Police records
- Bank statements
Note: You don’t need to translate your passport. If you’re unsure whether a document needs translation, check the Reciprocity Schedule for your specific country.
Who Can Translate Your Documents?
The person translating your document must be competent in both English and the original language of the document (e.g., Mandarin, Spanish). While immigration law allows you or your relative to act as your translator, the decision to accept a translation is ultimately up to the immigration officer.
For added accuracy and to avoid delays, it’s often better to use a professional translation service or a knowledgeable friend or family member. Some U.S. Embassies and consulates, like the one in Athens, Greece, only accept translations from specific agencies, such as the Greek Ministry of Foreign Affairs. Always check your local embassy’s requirements.
How Much Does a Translation Cost?
Translation costs vary depending on the service provider, location, and document complexity. In the U.S., professional translation services typically charge $20-40 per page.
What Does “Certified” Mean?
A “certified” translation does not require the translator to be a licensed professional but must meet specific standards. The translator must provide a formal letter certifying that they are qualified to translate and that the translation is accurate.
The certification letter should include the following details:
- Translator’s full name
- Translator’s address
- Signature
- Date
Here’s an example of a certification letter:
Certification by Translator
I, [full name], certify that I am fluent in both English and [foreign language] and that the attached document is a true and accurate translation of the document titled [name of document].
Signature
[Date]
[Translator’s Full Name]
[Translator’s Address]
Make sure to submit this certification letter along with your translations and photocopies of the original documents.
Special Situations
What if You Have an Abbreviated Version of a Document?
In some countries, official documents may be issued as “extracts,” which are abbreviated versions of the full document. The U.S. government will accept these extract versions as long as they are official and contain all necessary information. For example, an acceptable birth certificate extract will list both parents’ names, while an incomplete version listing only the applicant’s name may be rejected. Ensure that the translator faithfully translates all parts of the document, even if it’s an extract.
USCIS Requirements for Translated Documents
When submitting documents to the U.S. Citizenship and Immigration Services (USCIS), it is essential to adhere to specific translation requirements, particularly for documents not originally in English. This process involves ensuring that translations are certified, accurate, and formatted correctly.
Certification Requirement
USCIS mandates that any document submitted in a foreign language must be accompanied by a certified translation. This certification must affirm both the accuracy of the translation and the translator’s competence in both languages. The translator must provide a signed statement indicating their qualifications and affirming that the translation is complete and accurate.
Who Can Certify a Translation?
- Qualified Professional Translators: These individuals possess the necessary skills and often have certifications from recognized bodies, such as the American Translators Association.
- Friends/Family: While they can assist with translations, they cannot provide the required certification, which may lead to delays or denials of applications if used.
Translation Format and Submission
When submitting translated documents, USCIS allows for flexibility in format:
- Side-by-Side Submission: Original documents can be submitted alongside their translations.
- Separate Submission: Translations can also be submitted as separate documents.
Regardless of the format chosen, each translation must include a signed certification statement from the translator. This statement should include the translator’s name, contact information, and a declaration of their competence.
No Need to Translate
Certain documents do not require translation if they are already in English. Examples include:
- English-language medical records
- Educational certificates from English-speaking countries
Submitting untranslated versions of these documents is acceptable and will not affect the application process.
How to Find a Qualified Translator
Finding a qualified translator is crucial to avoid complications in your application process. Here are some guidelines:
- Qualifications for Certified Translators: Look for translators with experience in legal or immigration-related translations. They should ideally hold certifications from recognized organizations.
- Avoiding Unqualified Translators: Using non-professional translators can lead to inaccuracies that may result in application delays or denials. It’s advisable to select translators who specialize in immigration documents.
Pros and Cons of Professional Services vs. DIY:
- Professional Services:
- Pros: Accuracy, certification guarantee, and familiarity with USCIS requirements.
- Cons: Higher cost.
- DIY or Friends/Family:
- Pros: Lower cost.
- Cons: Risk of inaccuracies and lack of certification could jeopardize the application.
What Should a Translation Include?
A certified translation should encompass several key elements:
- Translation Certification: A statement from the translator affirming the accuracy of the translation and their qualifications. For example, “I, [Name], certify that I am fluent in both English and [language], and that the translation is a true and accurate representation of the original document.”
- Consistency: Every word must be translated accurately, especially important legal or technical terms such as names, dates, and places.
- Required Documents for Certification: The translated document must accompany the translator’s certification, which may be presented as a separate page or form.
What Documents Need to Be Translated for U.S. Visas and Green Card Applications?
Common documents requiring translation include:
- Personal Identification Documents: Birth certificates, marriage certificates, divorce decrees.
- Educational and Professional Documents: Diplomas, transcripts, letters of recommendation.
- Legal Documents: Police clearance certificates, court records.
- Health and Medical Documents: Vaccination records.
- Financial Documents: Tax returns, proof of income.
How to Ensure Accurate Translations
To ensure accuracy in translations:
- Choosing the Right Translator: Select someone familiar with legal terminology relevant to immigration processes.
- Quality Control: Consider having translations reviewed by another qualified translator or editor.
- Context Matters: Ensure that the translator understands cultural nuances that may affect meaning.
Frequently Asked Questions
Do Translations Need to be Typed or Can They Be Handwritten?
The translation must be typed. The certification letter can be handwritten, but it’s best to type it to avoid delays due to poor-quality documents.
Does the Translation Need to Be Notarized?
No, the translation does not need to be notarized. The certification letter is all that is required.
When Should Translations Be Submitted?
Translations are typically submitted as part of the initial green card or visa application. However, if the government requests additional information through a Request for Evidence (RFE), you may need to submit your translations at a later stage. You’ll also need to bring original documents, including translations, to your green card interview.
How to Submit Translated Documents with Your Application
Submitting translated documents correctly is crucial for a successful immigration application to the U.S. Citizenship and Immigration Services (USCIS). This guide outlines the steps for submitting translations with various forms, tips for organization, common mistakes to avoid, and additional considerations.
Instructions for Submitting Translated Documents
When applying for immigration benefits, such as through Form I-485, Form DS-260, or N-400, you must ensure that all foreign language documents are accompanied by certified English translations. Here are the steps to follow:
- Identify Required Documents: Determine which documents need translation. Commonly required documents include birth certificates, marriage certificates, police records, and educational transcripts. All foreign language documents must be translated into English and certified.
- Prepare Translations: Use a qualified translator who can provide a certification of accuracy. The translator’s certification must affirm their competence in both languages and include their name, signature, and contact information.
- Organize for Submission: Keep original documents together with their translations. You can submit them:
- Side-by-Side: Original document next to its translation.
- Separate: Original document and translation as distinct files.
- Submission in Person: If you need to submit documents in person at a USCIS office, consulate, or during an interview, bring both the original documents and their translations. Ensure that all documents are neatly organized to facilitate review.
Common Mistakes to Avoid in Translations
Avoiding errors in your translated documents is essential for a smooth application process:
- Errors in Legal Terminology: Using incorrect legal terms can lead to misunderstandings or rejection of your application.
- Incomplete Translations: Missing words or sections can result in delays or requests for additional evidence (RFEs).
- Improper Formatting: Ensure translations are formatted according to USCIS guidelines; improper formatting can cause processing delays.
- Using Non-Certified Translators: Relying on friends or family members without professional qualifications may lead to rejections due to lack of certification.
- Not Providing the Original Document: Always submit the original document alongside its translation; failing to do so can jeopardize your application.
Cost of Document Translation
The cost of professional translation services varies based on several factors:
- Typical Costs: Professional translation services typically charge between $20 and $50 per page, depending on the complexity of the document and language pair.
- Finding Affordable Translators: Look for certified translators who offer competitive rates without compromising quality. Online platforms often list translators with reviews and pricing.
- Cost Considerations for Multiple Documents: If you need multiple documents translated (e.g., birth certificates, diplomas), inquire about bulk discounts.
What Happens if You Don’t Provide a Translation?
Failing to submit required translations can have serious consequences:
- Delays in Processing: Your application may be delayed while USCIS requests additional evidence.
- Requests for Additional Evidence (RFEs): USCIS may issue RFEs if translations are incomplete or missing.
- Denial of Application: Incomplete or incorrect translations can lead to outright denial of your immigration application.
Tips for a Smooth Translation Process
To ensure a smooth translation process:
- Start Early: Begin the translation process as soon as possible to avoid last-minute issues.
- Double-Check Certification Accuracy: Verify that the translator’s certification includes all necessary information.
- Keep Copies: Maintain copies of original documents, translations, and any correspondence related to your application.
Dealing with Complex Translations
For unusual or rare documents:
- Work with translators who specialize in specific document types (e.g., legal, medical).
- Be aware of special requirements for translating documents from certain languages or regions, as they may have unique challenges.
By following these guidelines for translating your immigration documents into English, you’ll ensure your green card or visa application process goes as smoothly as possible. Be sure to provide accurate translations and the required certification to avoid delays and complications.
How Law and Visas Can Help?
At Law and Visas, our team of expert immigration consultants is here to make your travel to the United States straightforward and successful. Whether you’re applying for a B-1/B-2 Visitor Visa or a Diversity Visa, we handle every step—from preparing your application to gathering the required documents.
Our Immigration Consultants and Lawyers ensure that your application meets the highest standards, with no details missed. We’ll also keep you informed throughout the process and coordinate with the immigration office or embassy on your behalf.
Law and Visas has a strong record of helping clients secure the visas/permits they need to visit the United States. You can call us today at +234 812 5505 986 to learn how we can help you.
