Getting your official administrative translation right

By Keran Chaussard, administrator of the Directory of Sworn Translators of France — updated on 4 October 2026

What is an administrative translation?

An administrative translation is a translation produced as part of an official procedure. It is not simply a matter of converting a document from one language into another: it must enable a French or foreign authority to identify the document, its content, its issuer and, where required, the status of the professional who translated it.

Administrative translation first covers civil status documents: birth, marriage, divorce or death certificates, but also passports, driving licences, criminal record extracts, proof of address or bank statements.

Administrative translation also covers, less well known, academic and professional documents: diplomas, transcripts, employment certificates, certificates of employment, contracts, articles of association, Kbis company registration extracts, powers of attorney and court decisions. In international files, these documents may need to be accompanied by an apostille, a legalisation or a prior certification. These formalities are distinct and do not replace one another.

Key point — it is the use of the document that determines the level of formality required, not its nature. The same diploma may be accepted with a simple translation for an application, and require a sworn translation at enrolment.

Administrative translation or sworn translation: what is the difference?

In everyday language, people speak of a “sworn translation”. In France, this expression refers to a translation produced by a translator registered as a court-appointed expert in branch H — Interpreting and Translation — on the list drawn up each year by one of the thirty-six courts of appeal. There is also a national list of experts approved by the Court of Cassation, reserved for experts who already have a certain length of registration on a court of appeal list.

The translation delivered bears the sworn translator’s signature, stamp and certification statement, as well as a unique registration number linking the translated version to the source document. These elements give the document the level of recognition expected by French authorities.

“Administrative translation” therefore describes a purpose, “sworn translation” a status. The former does not always require the latter: it all depends on what the recipient asks for.

What should you ask the authority before ordering a translation?

No single rule applies to every file. A foreign authority may require a translator recognised in its own country, ask for an additional legalisation of the signature, or accept a French translation only in certain circumstances. Conversely, a French authority may accept a multilingual document issued by the State of origin without any translation.

Before placing any order, ask the recipient for three pieces of information: the language required, the translator status required, and whether an apostille or legalisation is needed. A written reply, however brief, is a valuable reference if the file becomes complicated later on.

Key point — an email to the recipient before ordering takes five minutes and avoids the main cause of rejection: a translation that does not match the expected format.

Does the apostille replace the translation?

Between countries that are party to the Hague Convention of 5 October 1961, the apostille certifies the origin of the signature or seal on a public document. It does not validate the content of the document and never replaces its translation. When it appears on the back of the document or on an attached page, the recipient may also ask for it to be translated.

Since 1 May 2025, the apostille has no longer been issued in France by the public prosecutor’s offices at the courts of appeal but by the notarial profession, through fifteen regional councils and inter-departmental chambers of notaries, with no territorial restriction and online. Since 1 September 2025, the same bodies have issued legalisations, previously handled by the Ministry for Europe and Foreign Affairs.

Documents from a non-EU country: which document does the apostille go on?

A large share of the files received by the Directory of Sworn Translators of France come from countries outside the European Union that are party to the Hague Convention. The most frequent request is always the same: to have the French translation apostilled. This is a mistake, and it costs time.

The apostille must be on the source document, not on the translation. What the French authority checks is the authenticity of the foreign document and of the signature on it. The expert’s signature does not need to be authenticated in this way: the expert is registered on an official court of appeal list that can be consulted, which is sufficient to establish their status.

For a document from a non-EU country, it is therefore worth checking whether an apostille is really required before obtaining one, as it is not always the case. One notable exception: for a naturalisation application, civil status documents from a non-EU country that is party to the Hague Convention must be apostilled, unless a bilateral agreement with France exempts them, as is the case for Morocco or Tunisia.

Key point — for a foreign document intended for France, the apostille goes on the original document, in the country that issued it, before translation. Never on the French translation.

The order of the steps depends on the country and the authority concerned. In many cases, the apostille must be obtained on the original document before the whole set is sent to the expert. Sending all pages from the outset ensures that no appendix, stamp or handwritten note is overlooked.

How should you prepare your documents before an administrative translation?

The quality of the translation depends directly on the quality of what you send. An incomplete scan or a dark photo slows down processing and may make it impossible to read a certificate number, a proper name or an official stamp. Preferably send a clear colour PDF with all pages in the right order.

• Civil status documents: check that the marginal notes are visible. They are an integral part of the document.
• Diplomas: attach the transcript when the institution or employer asks for it.
• Court decisions: provide the pages containing the operative part, the relevant grounds, the signatures and the stamps. A single missing page can change the legal meaning of the whole.

Misspelt names

Surnames, first names, dates and places of birth call for particular care. If the spelling differs between two documents, do not ask the translator to correct it: the translator must faithfully reproduce the source document, and a translation that departs from the original becomes open to challenge.

Point out the discrepancy when you submit your file, so that it is dealt with for what it is. Correction is a matter for the authority that issued the document or the authority processing your application, never for the translator.

Key point — never alter a document before having it translated and do not hide anything. A stamp, a register number or a handwritten note may have administrative value.

How do you choose the right sworn translator?

The main criterion is the language pair, in the right direction. It is not enough for a professional to know the language: they must be authorised to translate from the language of the document into the language required. Registration for Arabic into French does not automatically apply to French into Arabic.

Specialisation comes next. A notarial deed, articles of association, a divorce order or a medical certificate require precise terminology. For litigation, a deed of sale, an estate or criminal proceedings, choose an expert who is used to these documents.

Finally, check registration on the court of appeal list for the current year. The Directory of Sworn Translators of France lets you carry out this check by language, specialisation, city, department, region and court of appeal, based on the lists in force. Geographical proximity can make it easier to hand over originals, but it is not decisive: the expert title is national and the translation is admissible throughout France. If no local expert translates your language, widen your search to the region and then nationwide.

What timeframes and prices for an administrative translation?

The timeframe depends on the volume, the legibility of the documents, the rarity of the language and the expert’s availability. A civil status page is processed quickly, whereas a judgment of several dozen pages or a company file with appendices takes considerably longer. State your deadline in your first request: it determines what the professional can confirm.

Between ordering and submission, allow 7 to 15 days for a complete naturalisation file. The difference depends on the language — a common language is processed faster than a rare one — and on the volume to be translated: birth certificate, marriage certificate, criminal record extract and sometimes the parents’ certificates. This timeframe does not include obtaining any apostille or legalisation in the country of origin, which must be done before translation.

The price is not just a matter of the number of pages. The density of the text, tables, handwriting, stamps, layout and urgency all affect the quote. An official translation also involves formal checks that have no equivalent in an informational translation.

To get a quick reply, provide in your first message the source language, the target language, the number of pages, the recipient country or body, the deadline and the complete files. Specify whether you need a paper copy, a signed original or digital delivery.

Why is a translation file rejected?

Most rejections can be avoided. Among the files submitted to the Directory of Sworn Translators of France after an initial rejection, four causes come up again and again.

• A simple translation provided when a sworn translation was required.
• A missing apostille or legalisation when the recipient country requires one.
• Pages, appendices or marginal notes left untranslated.
• A discrepancy between the identity shown on the documents and the one declared in the application.

In practice, the files that come back to the Directory of Sworn Translators of France after a rejection most often fall into two situations: documents issued outside the European Union without the required apostille or legalisation, except for countries that have a bilateral agreement with France exempting them; and missing documents, very often relating to parentage, such as a parent’s birth certificate or an adoption decision.

When the submission date is approaching, do not just send a general request. Prepare your PDFs, check the receiving body’s requirements and state your deadline straight away. A complete request makes it possible to identify the right expert more quickly and to secure each step.

Frequently asked questions

What is the difference between an administrative translation and a sworn translation?

“Administrative translation” refers to a purpose: a translation intended for an official procedure. “Sworn translation” refers to a status: that of a translator registered as a court-appointed expert on the list of a French court of appeal. An administrative translation does not always require a sworn translator, but prefectures, courts, notaries and consulates almost always do.

Does the apostille replace the translation?

No. The apostille authenticates the origin of a signature or seal; it does not validate the content of the document and does not translate it. The two formalities are distinct and may be required together. When the apostille appears on the document, the recipient may even ask for it to be translated.

Is an apostille needed for a naturalisation application?

Yes, in principle, for civil status documents from a non-EU country that is party to the Hague Convention, unless a bilateral agreement with France exempts them (as is the case, for example, for Morocco or Tunisia). The apostille must be placed on the source document, in the country that issued it, before translation into French — not on the translation. For other procedures, an apostille is not always requested: check with the authority before obtaining one.

What should I do if my name is spelt differently from one document to another?

Do not ask the translator to correct it: the translator must faithfully reproduce the source document, and a translation that departs from it becomes open to challenge. Point out the discrepancy when you submit your file. Correction is a matter for the authority that issued the document or the authority processing the application.

Will a university accept a simple translation?

Sometimes for assessing an application, rarely for final enrolment. Many institutions accept an unofficial translation at the application stage, then require a sworn translation at enrolment. Ask from the outset to avoid paying twice.

What are the most common reasons for a file being rejected?

Four causes dominate: a simple translation provided when a sworn translation was required; a missing apostille or legalisation when the recipient country requires one; pages, appendices or marginal notes left untranslated; a discrepancy between the identity shown on the documents and the one declared in the application.

Sources

• Lists of court-appointed experts of the courts of appeal, centralised by the Court of Cassation
• Decree No. 2004-1463 of 23 December 2004 on court-appointed experts
• Decree No. 2021-1205 of 17 September 2021, amended by Decree No. 2024-1200 of 23 December 2024, on legalisation and the apostille
• Hague Convention of 5 October 1961 Abolishing the Requirement of Legalisation for Foreign Public Documents