How to translate a birth certificate

Translating a birth certificate might seem like a small task, but it is often a very important one. Whether you are applying for a visa, enrolling in school, getting married abroad, or handling immigration paperwork, government agencies and institutions usually require your birth certificate in the official language of the country you are dealing with.

But it is not just about changing the words from one language to another. Birth certificates are legal documents, and many organizations will only accept them if the translation meets strict rules. Some need the translation to be certified. Others may ask for it to be notarized or done by a professional.

In this article, we will explain what a birth certificate is, why it might need to be translated, and exactly how the process works. You will also learn who can translate a birth certificate, how much it costs, how long it takes, and whether you can do it yourself. If you are unsure where to begin, this guide will walk you through every step.

What is a birth certificate?

A birth certificate is an official government document that records the birth of a person. It includes important details such as the full name, date of birth, place of birth, and the names of the parents. In most countries, this is one of the first legal documents a person receives.

Birth certificates are used to prove your identity and citizenship. You need one to apply for a passport, register for school, get a driver’s license, get married, or receive government benefits. Because it is a key part of your identity, many official processes require a copy of your birth certificate, and sometimes a translated version if it is in a different language.

If you were born in another country and are now applying for something in a country that uses a different language, you will likely need your birth certificate translated. It must be accurate and properly formatted so that it is accepted by the government or organization requesting it.

Do birth certificates expire?

In most cases, a birth certificate does not expire. The information on the certificate, such as your name, date of birth, and place of birth, does not change over time. This means the certificate remains valid for your entire life. However, the copy of the birth certificate that you use might need to be updated or reissued for certain purposes.

Some government offices, especially immigration services or passport agencies, may require a recent copy of your birth certificate. For example, they might only accept a version that was issued within the last six months or one year. This is not because the information expires, but because they want to make sure the document is up to date, official, and properly sealed or signed.

So while birth certificates themselves do not expire, the copy you use might need to be newly issued or certified depending on who is asking for it. It is always a good idea to check the rules of the agency or country that is requesting the document.

What is a certified translation?

A certified translation is a translated document that comes with a signed statement from the translator or translation service. This statement confirms that the translation is complete and accurate to the best of their knowledge and ability. The certification usually includes the translator’s name, signature, and date, and sometimes their contact information or qualifications.

Certified translations are often required for official purposes. Immigration offices, courts, universities, and other government agencies usually will not accept a translation unless it is certified. This is because they need to trust that the document is true and correct.

In most cases, you do not need the translator to be officially licensed or sworn, but they must be fluent in both the original language and the language they are translating into. The key requirement is that they take responsibility for the accuracy of the translation by signing a certification statement.

If you are submitting a birth certificate to a government agency, school, or legal office, it is a good idea to ask if they require a certified translation before moving forward.

You can learn more about certified translation in this article.

How to translate a birth certificate?

Translating a birth certificate involves more than simply converting the words into a new language. Because it is a legal document, the translation must be done carefully and often must meet specific rules depending on who is asking for it.

Here are the detailed steps to properly translate a birth certificate:

1. Get a clear copy of the original document

Start by making sure you have a clean, legible copy of the birth certificate. If it is damaged, faded, or unclear, request a new copy from the issuing authority.

2. Choose the language you need

Confirm which language the document needs to be translated into. This is usually the official language of the country where you plan to submit the document.

3. Hire a qualified translator or translation service

For official use, the translation should be done by someone fluent in both the original and target language. Many people use a professional translation agency that specializes in legal or certified translations. The translator should follow the format of the original document closely and avoid adding extra information.

4. Translate all visible text, exactly as it appears

Every word, number, name, and label must be translated. Even seals, stamps, and handwritten notes should be included. If something is not clear or cannot be read, the translator should mark it as “[illegible]” rather than guessing.

5. Prepare a certification statement

Once the translation is complete, the translator should write and sign a certification statement. This confirms that they are competent in both languages and that the translation is complete and accurate. The statement should include the translator’s name, signature, date, and sometimes contact details.

6. Format the translation to match the original

The layout of the translated document should look as close as possible to the original. This makes it easier for the reviewing official to compare both versions side by side.

7. Submit the certified translation as required

Check with the receiving agency to find out if they need anything else. Some may also ask for a notarized version or additional paperwork.

Taking these steps ensures that your translated birth certificate is accurate, professional, and acceptable for official use. It also helps avoid delays in your application or process.

FAQ

Can I translate my own birth certificate?

In most cases, you cannot translate your own birth certificate if you plan to submit it to a government agency, court, school, or immigration office. Even if you are fluent in both languages, most official institutions require the translation to be certified by someone who is not the applicant.

This is because the person reviewing your documents needs to trust that the translation is accurate and unbiased. If you translate your own birth certificate, it could be seen as a conflict of interest, and the translation may be rejected.

Some agencies may allow a friend or family member to translate the document, but many require the translation to come from a professional translator or certified translation service. It is always best to check the exact rules of the organization requesting the translation. Using a qualified third party helps ensure your translation will be accepted and avoid delays or rejections.

Who can translate a birth certificate?

A birth certificate can be translated by any person who is fluent in both the original language and the target language. However, for official purposes, most institutions require the translator to meet certain conditions.

In most cases, the translator should be a third party who is not related to you and is not involved in your application. This helps ensure the translation is accurate and unbiased. The translator does not always need to be licensed or part of a government registry, but they must provide a signed certification statement that confirms the translation is complete and correct.

Here are the most common types of people or services that can translate a birth certificate:

• Professional translation agencies – These companies specialize in legal and certified translations and are widely accepted by government agencies, universities, and courts
• Freelance translators – Many qualified translators work independently and offer certified translations. They must still include a signed certification statement
• University or college language departments – Some schools offer translation services for students or alumni, though this may not always be accepted for legal use
• Court-approved or sworn translators – In some countries, a translation must be done by a sworn translator who has official approval to translate legal documents

Always check the specific requirements of the institution or agency that is requesting the translation. Some may have stricter rules about who can do the translation and what kind of certification is needed.

Does a translated birth certificate need to be notarized?

In many situations, a certified translation of a birth certificate does not need to be notarized, but this depends on the specific rules of the organization or agency that is requesting it. A certified translation includes a signed statement from the translator saying the translation is accurate and complete. For most government and legal purposes, that is enough.

However, some institutions may ask for a notarized translation in addition to certification. This means that the translator must sign their certification in front of a notary public, who then confirms their identity and adds a notarial seal. The notary does not confirm the accuracy of the translation. They are only confirming the identity of the person who did the translation.

You should always check the requirements of the agency you are submitting the translation to. For example:

• USCIS (U.S. immigration) only requires certified translations, not notarized ones
• Universities, courts, or foreign governments may ask for notarized translations in some cases

If you are not sure, contact the agency directly to ask whether notarization is required. This will help you avoid delays or rejections due to missing steps.

Can a notary translate a birth certificate?

A notary public can translate a birth certificate only if they are also fluent in both the original and target languages. However, being a notary does not automatically qualify someone to be a translator. Their role is to verify identities and witness signatures, not to confirm the accuracy of translations.

If a notary is fluent in both languages and is not related to the person submitting the document, they may be able to perform the translation and then notarize their own certification. But in many cases, this is discouraged or not accepted because it can be seen as a conflict of interest.

Most of the time, it is better to have the translation done by a professional translator or a certified translation service, and then have the translator’s certification notarized separately, if notarization is required. This adds a layer of trust to the process and is more likely to meet official standards.

If you are considering asking a notary to translate your document, check with the agency or organization requesting the translation to make sure it will be accepted.

How long does it take to translate a birth certificate?

The time it takes to translate a birth certificate depends on a few factors, including the length of the document, the language pair, and whether you need extra services like certification or notarization. In most cases, a birth certificate is a short document, so the translation process is fairly quick.

Here is a general idea of how long it might take:

• Same-day or 24-hour service – Many professional translation services offer express options for a fee
• 1 to 3 business days – This is the most common turnaround time for standard birth certificate translations
• More than 3 days – If you need the document translated into a rare language, require notarization, or are dealing with multiple documents, the process could take longer

If you have a deadline, it is a good idea to let the translator or agency know in advance. They can usually offer options for faster delivery or let you know if they need more time. Always plan ahead so that you do not miss important submission dates.

How much does birth certificate translation cost?

The cost to translate a birth certificate can vary depending on a few factors, such as the language pair, turnaround time, and whether you need extra services like certification or notarization. Most birth certificates are short documents, so the cost is usually based on a flat fee instead of per word or per page.

Here is what you can typically expect:

• Standard certified translation – Usually costs between $20 and $75 per document
• Rush service – May add an extra $10 to $40 for same-day or 24-hour delivery
• Notarization – If required, this may cost an additional $10 to $30
• Rare languages – Translations involving uncommon languages may be priced higher

Before ordering a translation, it is a good idea to get a quote from a few different translation services. Make sure the price includes certification, and ask whether notarization is included if you need it. This will help you avoid hidden fees and ensure the document meets all the requirements.

LinguaOne provides birth document translation in multiple languages for $44.99 per page with express delivery available.

Final thoughts

Translating a birth certificate may seem like a simple task, but it is an important legal step that must be done carefully. Whether you need the translation for immigration, school, marriage, or another official purpose, accuracy and proper certification are essential.

We covered what a birth certificate is, why translations are needed, and how to complete the process correctly. You now know that:

• A birth certificate does not expire, but you may need a recent copy
• Certified translations are often required and must be done by someone other than the applicant
• You cannot usually translate your own document
• Some organizations may also require notarization, but not all
• Translation times and costs are usually reasonable, but planning ahead is always best

Before starting, always check the exact requirements of the agency that is requesting the translation. This will help you avoid delays and ensure that your document is accepted without problems. With the right steps and the right translator, you can complete this task quickly and with confidence.