You have received a sworn translation: how do you check it is compliant?
By Keran Chaussard, administrator of the Directory of Sworn Translators of France — updated on
A compliant sworn translation reproduces the entire source document, including marginal notes, stamps, the apostille and the reverse side, in a layout that follows the original. Stamps, logos and signatures are indicated in square brackets where they appear, and illegible passages are flagged as such rather than guessed.
It ends with the certification statement, signature and stamp of the court-appointed expert, with no company stamp. Before submitting it, compare it with the original: names, dates, numbers and amounts must be identical.
The checklist on receipt
Put the original on one side and the translation on the other, and check point by point:
- Everything is translated: every page, the reverse side, marginal notes, stamps, the apostille or legalisation, and legible handwritten notes.
- Graphic elements are indicated: stamps, seals, logos, coats of arms, photos and signatures are not reproduced but indicated in square brackets where they appear, for example "[Stamp]", "[Signature]" or "[Coat of arms]".
- Illegible passages are flagged: an illegible word or area appears as "[illegible]". A translator never guesses missing or doubtful information.
- The layout follows the original: same headings, same tables, same order, so the receiving body can compare the two documents line by line.
- Names are spelt as on your other documents: for a non-Latin script, the transliteration must be consistent with your passport and documents already translated.
- Dates, numbers and amounts are accurate: certificate, passport or case number, dates of birth and issue, amounts. If amounts have been converted into euros, the exchange rate applied must appear on the document.
- The certification is complete: a statement certifying that the translation is true, the expert's name, court of appeal, language, date, signature and stamp.
- No company stamp: only the expert's signature and stamp should appear on the translation. A company's stamp, even added next to the expert's, makes the document inadmissible.
- The document is complete: all pages are present, numbered if there are several, and the copy of the source document is attached if the expert has annexed it to the translation.
What a sworn translation must not do
- Rephrase or "improve" the text: an official translation conveys the meaning and structure of the document; it does not rewrite it to make it read more smoothly.
- Correct an error in the original: a mistake in the source document is translated as it stands. Correcting it is a matter for the authority that issued the document.
- Leave out an entry considered minor: a stamp, a note of divorce in the margin or a stamp on the reverse side may be decisive for the receiving body.
- Create a misleading equivalence between two legal systems: a foreign diploma, company form or court is rendered faithfully, not automatically equated with a French concept.
You find an error: what should you do?
- Never alter the translation yourself, not even a single letter: any handwritten or digital correction makes it unusable.
- Report the discrepancy to the expert in writing, stating the page and line concerned, and attach the authoritative document if needed (passport, certificate already translated).
- Ask for a corrected translation, signed and stamped again. A clerical error by the expert is normally corrected free of charge.
If the discrepancy comes from the source document itself (a name misspelt on the certificate, a wrong date), the translation is not at fault: it is the original that must be corrected by the authority that issued it.
And before submitting your file?
Also check consistency across all documents: the same name, date of birth and passport number must appear identically on every translation. Keep the original, its copy and the certified translation together: receiving bodies often ask for them to be presented together.
If the translation is to be used abroad and apostilled, check that the expert's signature has been certified beforehand: without this step, the apostille will be refused.
Frequently asked questions
- Should a sworn translation reproduce stamps and logos?
- No. They are not reproduced graphically but indicated in square brackets where they appear, for example "[Stamp]" or "[Logo]". Any legible text they contain is translated.
- What does "[illegible]" mean in a translation?
- That the passage could not be read with certainty on the document provided. The expert flags it rather than guessing, which protects the applicant. If a better scan exists, send it for a new version.
- Can I correct a typo in the translation myself?
- No. Any alteration makes the certified translation unusable. Ask the expert for a corrected version, signed and stamped again.
- Must the translation have the same layout as the original?
- It must follow its structure (headings, tables, order of entries) so that the receiving body can compare the two documents. An identical graphic reproduction is not required.
- Can a sworn translation bear an agency's stamp?
- No. Only the court-appointed expert's signature and stamp should appear on it. A company stamp makes the document inadmissible.
Sources
- Law No. 71-498 of 29 June 1971 on court-appointed experts
- Decree No. 2004-1463 of 23 December 2004 on court-appointed experts
- Service-Public, "Translation of a document: how to find an approved translator" (in French)
- Service-Public, "Legalisation of signature on a private document"
