Certified Translation for Immigration to Canada

If you plan to immigrate to Canada, you may need to submit documents in English or French. Immigration, Refugees and Citizenship Canada (IRCC) requires that all official documents be in one of these two languages. If your IRCC application documents are in another language, you must provide a certified translation.

Failing to provide a proper translation can delay your application. IRCC does not accept self-translations or unofficial translations. Your translation must meet specific requirements to be valid. This guide explains what certified translation means, which documents need translation, and how to ensure your translations meet IRCC standards.

What Is a Certified Translation in Canada?

IRCC certified translations are exact, accurate translations of documents. They must be completed by a professional translator who is accredited by a recognized translation body. The translation must also include a certification statement.

IRCC has strict rules about translations. They do not accept translations done by the applicant or their family members for IRCC applications. They also do not accept machine-generated translations, such as those from Google Translate.

Here are the IRCC translation requirements must include:

• A full, word-for-word translation of the original document.

• The translator’s name and contact details.

• A statement confirming that the translation is accurate and complete.

• The translator’s signature and accreditation details.

If an accredited translator is not available, you can use a non-certified translator. However, the translation must be accompanied by an affidavit of accuracy, which must be signed before a commissioner of oaths, a notary public, or a lawyer.

A proper translation ensures that the Canadian government can process your IRCC application without delays. If your documents do not meet IRCC translation requirements, they may reject your application or ask for a new translation.

Which Documents Need Certified Translation for Canadian immigration?

Not all immigration applications require translations, but many do. If your documents are not in English or French, you will likely need IRCC certified translations. The specific documents required depend on your immigration program.

Common IRCC Application Documents That Require Translation

Here are some of the most common documents that require certified translation for Canadian immigration:

1. Birth Certificate

Your birth certificate is an essential document for most immigration applications. It confirms your identity, date of birth, and place of birth. If your birth certificate is not in English or French, you must provide a certified translation.

2. Marriage or Divorce Certificates

If you are married or divorced, IRCC may require proof of your marital status. This applies for Marriage Certificate. If you are sponsoring a spouse, applying as a couple, or if your marital status affects your application. A certified translation ensures IRCC can verify this information.

3. Passports (If Requested)

In most cases, IRCC does not require a full passport translation. However, they may ask for translations of specific pages, such as those with entry/exit stamps, visas, or other relevant information. If requested, you must provide a certified translation.

4. Police Clearance Certificates

Most immigration programs require a police clearance certificate from any country where you have lived for six months or more. If the certificate is not in English or French, an IRCC certified translation is required.

5. Educational Diplomas and Transcripts

If you are applying as a skilled worker, a student, or under a program that assesses your education, you may need to provide translated copies of your diplomas and transcripts. These translations must be accurate and complete to ensure IRCC properly evaluates your credentials.

6. Employment Records

Some immigration programs require proof of work experience. If your employment records, reference letters, or pay stubs are in another language, you will need certified translations. This helps IRCC confirm your work history.

7. Legal Documents (Affidavits, Court Orders, etc.)

Legal documents, such as affidavits, name change certificates, or court orders, may be required depending on your application. If these documents are in another language, they must be translated by a certified translator.

Other Documents That May Require Translation

• Death certificates (if applicable to your application)

• Medical records (if requested)

• Adoption papers

• Bank statements (if financial proof is required)

• Property deeds or leases (for certain visa categories)

If you are unsure whether an IRCC application document requires translation, check the official guidelines or consult an immigration professional.

Why Certified Translations Matter for Canadian immigration

Certified translations are not just a formality. IRCC uses them to verify critical information. A poorly translated document can lead to misinterpretation, delays, or even a rejected application.

For example:

• If a birth certificate is mistranslated, IRCC may question an applicant’s identity.

• If an employment record is incomplete, it may affect eligibility for a skilled worker program.

• If a police certificate is unclear, it may delay background checks.

Using a qualified translator ensures accuracy and compliance with IRCC standards.

Who Can Provide a Certified Translation in Canada?

When submitting immigration documents to Immigration, Refugees and Citizenship Canada (IRCC), you must ensure they meet strict translation requirements. Not just anyone can provide a certified translation. IRCC requires translations to be completed by a qualified professional.

The safest option is to use a certified translator. A certified translator is a professional who has passed the necessary exams and is accredited by a recognized translation body in Canada.

A translation from a certified translator includes a seal or stamp verifying their accreditation. This ensures IRCC accepts the translation without additional requirements.

If a certified translator is unavailable, you may use a non-certified translator, but there is an extra step. In this case, the translator must provide an affidavit of accuracy. This affidavit is a sworn statement confirming the accuracy of the translation. It must be signed before a commissioner of oaths, a notary public, or a lawyer. The affidavit does not certify the translator’s qualifications — it only confirms that the translation is accurate.

IRCC does not accept translations from family members, friends, or the applicants themselves. If you submit a translation that does not meet these requirements, your application may be delayed or rejected.

How to Ensure Your Translation Meets IRCC Requirements

To avoid delays in your immigration process, your translation must meet all IRCC requirements. A minor error or omission could lead to a request for resubmission, which can increase processing time. Here’s what you need to check:

1. The Translation Must Be Complete

Every part of the original document must be translated. This includes:

- All text — Even minor details such as footnotes or handwritten notes.

- Official stamps and seals — These must either be translated or noted as part of the document.

- Signatures — If present, they should be mentioned in the translation.

Missing any portion of the original document can result in rejection.

2. The Certification Must Include Specific Details

A proper certified translation must include:

• The translator’s full name

• Their signature

• Their official seal or stamp

• Their certification number (if applicable)

• The date of translation

These details confirm that a professional translator has completed the work.

3. Documents Must Be Legible and Properly Formatted

If you are submitting photocopies of original documents, make sure they are clear and easy to read.

Translations should be formatted similarly to the original document for clarity.

Avoid handwritten translations unless required by specific circumstances.

Common Mistakes to Avoid

Many applicants experience delays because their translations do not meet IRCC’s standards. Here are the most common mistakes that cause problems:

1. Submitting Machine-Generated Translations

IRCC does not accept translations from online tools like Google Translate or AI-generated translations. A professional must translate the document, ensuring accuracy and proper terminology.

2. Using an Unaccredited Translator Without an Affidavit

If your translator is not certified, you must include an affidavit of accuracy. Many applicants forget this step, leading to unnecessary delays.

3. Failing to Include All Pages of a Document

Some applicants submit only the first page of a multi-page document. IRCC requires full translations, including all pages of the document, even if some pages contain only a signature or stamp.

4. Missing Certification Details

A translation without a stamp, signature, or certification details may be rejected. Double-check that the translator has included all required information.

5. Ignoring IRCC’s Language Requirements

Canada has two official languages: English and French. Translations must be in one of these languages. If your translation is in another language, IRCC will not process it.

How Long Does the Process Take?

The time required for certified translations varies based on the document type, complexity, and the translator’s availability. With MotaWord, the average turnaround time for most legal documents is no more than 24 hours.

Additional Time for Notarization

If your translation requires an affidavit, factor in extra time for notarization. Booking an appointment with a notary public or lawyer may add 1 to 3 business days.

To avoid last-minute issues, start the translation process early, preferably before submitting your immigration application.

Conclusion

Certified translations play a crucial role in the Canadian immigration process. Ensuring that your translations meet IRCC’s strict requirements can prevent unnecessary delays.

By following these guidelines, you can submit your documents with confidence and avoid unnecessary setbacks in your immigration journey.