How do you send your documents to a sworn translator? Checklist and message template

By Keran Chaussard, administrator of the Directory of Sworn Translators of France — updated on 16 October 2026

Send the translator a clear PDF of every page of the document, including the reverse side, and state four things in your message: the document to be translated, the exact target language, the receiving country or body, and your deadline.

Where relevant, add the spelling to use for names, the format you need (PDF or paper original) and the receiving body's written request. A complete file from the first message means an accurate quote and a deadline that is met.

What information should you give the translator?

Four pieces of information are enough for an expert to quote for and schedule your request:

The document or documents to be translated, with the number of pages.
The exact target language: write "from French into English for a university in Canada" rather than "English". Administrative conventions differ between the United Kingdom, the United States, Canada and Australia.
The receiving country and body: prefecture, town hall, notary, consulate, university, court, employer.
Your deadline, with the submission time if it matters. The word "urgent" on its own does not allow the work to be organised.

Depending on your file, also add:

the spelling of names to use, especially for a non-Latin script or if your passport and birth certificate spell a name differently
the delivery format: signed and stamped PDF, or paper original sent by post
any formalities required: certification of the translator's signature or an apostille, if the receiving body requires them
the receiving body's written request, if it sets out specific requirements

Message template to copy

Hello,

I would like a quote for the sworn translation of:
– [document], [number] pages

Language: from [source language] into [target language]
Receiving body: [body], [country]
Submission deadline: [date and time]
Format required: [signed PDF / paper original to be sent to: address]
Formality required: [none / signature certification / apostille]
Spelling of names to use: [SURNAME Given name]

Please find the document attached (PDF, all pages).

Kind regards,
[Name, phone number]

How should you scan documents for an official translation?

A scanned PDF rather than a photo. A photo can work if it is straight, well lit, with no glare and no cropped edges.
Every page, including the reverse side, even if it looks blank: an official note may appear there.
No cropping: stamps, seals, signatures, marginal notes and handwritten annotations must remain visible.
In the actual order and the right way up, ideally one file per document.
No retouching: avoid apps that "enhance" the image, straighten it or erase areas. The translator must work from a faithful copy.

Do you need to send the original?

Usually not: the translator works from a legible digital copy. Keep the original, as the receiving body will ask for it. Only send an original by post if the translator or the receiving body expressly requires it.

What should you avoid?

Sending only part of the document: the first page of a judgment, a certificate without its marginal notes, a contract without its annexes or signature page. If you are unsure about a page, send it and ask whether it needs translating.
Correcting the document yourself: an error in the source document must be corrected by the authority that issued it. The translator faithfully translates what is written.
Hiding information that must appear in the translation, unless the receiving body has instructed you to in writing.
Attaching unrelated documents: bank statements, medical records, unnecessary copies of identity documents. Share only the personal data that is needed.
Attaching a machine translation in the hope of saving time: it serves no purpose and can cause confusion.

What should you add for a technical or legal document?

For a judgment, contract, patent, medical or accounting document, add anything that helps the expert follow the expected terminology: case number, internal glossary, a previous translation approved by the receiving body, or required terminology. These are only useful if they are up to date and genuinely apply to the document.

Who should you send your file to?

The Directory of Sworn Translators of France lets you find a court-appointed expert translator by language, département, region and court of appeal, and contact them directly. The translation has the same value whichever court of appeal the expert is attached to: if no one is available near you, widen your search to the whole of France. For a rare language or a tight deadline, the express file submission service lets you send your file once to several experts.

Frequently asked questions

Is a photo taken with a phone enough?: Often, if it is sharp, straight, well lit and shows the whole document. A scanned PDF is still better: it avoids a request for a new file and the delay that comes with it.
Should you send the reverse side of a document?: Yes, always, even if it looks blank. A note, stamp or apostille may appear there.
How long does it take to get a quote?: It depends on the expert and the language, but a complete file with the four key pieces of information usually gets a quick reply. An incomplete file leads to extra back-and-forth.
Can the translator correct an error in the original document?: No. The translator faithfully translates the document as it stands. An error in the source document must be corrected by the authority that issued it.
Should you say whether you need an apostille?: Yes, when requesting the quote. If the translation must be apostilled, the translator's signature must first be certified, which takes extra time.

Sources

Service-Public, "Translation of a document: how to find an approved translator" (in French)
Service-Public, "Legalisation of signature on a private document"
Decree No. 2004-1463 of 23 December 2004 on court-appointed experts

Directory of Sworn Translators of France