Official document translation: when you need it and how to do it

When a public institution, a university, a court, or an immigration office asks you to submit documents in another language, a simple translation is not enough. In many cases, Official document translation: when you need it and how to do it correctly becomes one of the most important concerns to avoid rejections, delays, or having to repeat your process.

In this article, we clearly explain when you need this type of translation and how to do it properly from the very beginning.

What is considered an official document translation?

An official document translation is the translation of a document into another language that will be used in a legal, administrative, academic, or immigration process.

It is characterized by:

Full accuracy and fidelity to the original document.
Preserving structure, dates, names, and formats.
Being intended for submission to an institution that requires precision and formal validity.

It is not a translation for informational purposes, but for official procedures where any mistake may lead to observations or rejections.

When do you need an official document translation?

This is the most important point to determine whether your process truly requires it.

You usually need it in situations such as:

Immigration processes
Visa applications, residency, asylum, work permits, or family reunification commonly require the translation of certificates, background records, and personal documents.

Judicial or legal procedures
Lawsuits, contracts, powers of attorney, court rulings, or notarized documents must be submitted in the official language of the institution.

Academic studies and credential evaluations
Universities and educational institutions request translations of degrees, transcripts, diplomas, and certificates.

Civil and personal procedures
Birth, marriage, divorce, and death certificates require translation when they are submitted in another country.

Employment or professional processes
Some companies, professional licenses, or experience validation processes require official translations of certificates and employment records.

The key is to understand that what defines the need is not the type of document, but how it will be used.

Where can you get your official document translation safely?

If you are about to start a formal process and need professional support, My Konecta offers a specialized Official document translation service for documents that must be submitted to official institutions.

You can find all the service details here:
👉 https://mykonecta.com/en/services/official-document-translations-in-new-jersey/

Working with a team that understands the real requirements of these processes helps you submit your documents correctly the first time and avoid unnecessary delays.

What types of documents usually require official translation?

The most common documents include:

Legal documents: contracts, powers of attorney, court decisions, sworn statements.
Personal documents: civil records, certificates, identification documents.
Academic documents: diplomas, degrees, transcripts, study programs.
Administrative documents: employment letters, work certificates, permits.

If the document is part of a formal application or file, it is very likely that it must be presented as an official translation.

How to correctly complete an official document translation

To avoid errors, this is the recommended process:

Step 1. Identify what the receiving institution requires
Before translating, confirm whether they request an official translation, a certified translation, or both.

Step 2. Make sure the document is complete and legible
Stamps, signatures, and all pages must be clearly visible.

Step 3. Verify names, dates, and numbers
These are the elements that most frequently cause observations or corrections.

Step 4. Preserve the original format
Tables, headings, notes, and structure must be maintained.

Step 5. Confirm whether certification is required
In many procedures, translating is not enough—certification is also required to confirm the accuracy of the translation.

Common mistakes when translating official documents

The most frequent errors include:

Using automatic translation tools.
Translating without knowing the actual requirement of the process.
Changing formats or removing information considered “irrelevant”.
Failing to include certification when it is mandatory.
Submitting incomplete documents or documents with missing stamps or signatures.

These mistakes often lead to the return of the application.

Difference between official translation and certified translation

Although many people use these terms interchangeably, they do not always mean the same thing.

An official translation refers to the use of the document in a formal procedure.
A certified translation, on the other hand, includes a statement from the translator or the company certifying that the translation is accurate and faithful to the original document.

In many processes, institutions require both at the same time: the document must be used for an official purpose and must also be certified.