Key takeaways
- UK authorities such as the Home Office and HM Passport Office ask for certified translations; their published rules do not require notarisation.
- The UK has no system of sworn translators; sworn translators are appointed by state authorities in civil-law countries such as France, Spain, Germany and Italy.
- A notary’s signature on a translation normally confirms the identity of the person signing, not the accuracy of the translation.
- A translation can only receive a UK apostille if it carries a declaration endorsed by a notary public or another UK public official.
- The receiving authority decides which format it accepts, so ask it before you order anything.
People preparing documents for a visa, a wedding abroad or a foreign court often meet three labels: certified, notarised and sworn. They sound similar, they are sometimes used loosely, and ordering the wrong one can cost both time and money.
This guide is for individuals, HR teams and solicitors who need official translations and want to know which format a particular authority will accept. It explains each type, compares them side by side and shows how to decide. For the wider picture, see our complete guide to certified translation in the UK.
What is a certified translation in the UK?
A certified translation is a complete translation accompanied by a signed statement from the translator or translation company confirming that it is accurate. In the UK, the certification attaches to the translation, not to a state licence held by the translator.
GOV.UK’s guidance on certifying a document says the translator should confirm in writing that it is a “true and accurate translation of the original document”, and add the date and their full name and contact details. Immigration routes add further conditions, which are covered in our article on Home Office translation requirements.
The UK government’s register of regulated professions states the position plainly:
“The UK does not have a system of ‘sworn’ or ‘certified’ translators.” — Regulated professions register, Chartered Linguist entry
The same entry explains that official translations can be “self-certified” by practising translators, including those listed by the Chartered Institute of Linguists (CIOL) and the Institute of Translation and Interpreting (ITI).
What is a notarised translation?
A notarised translation is a translation whose accompanying declaration has been signed in front of, or endorsed by, a notary public. A notary public is a qualified lawyer authorised to witness and authenticate documents for use abroad.
The ITI describes two common forms: a translator’s declaration signed before the notary, or a notary’s own declaration covering the original and the translation. The ITI adds an important limit on what the notary’s stamp means:
“The Notary’s signature cannot endorse the quality of the translation, unless s/he is a Qualified ITI Member in the language of the translation.” — Institute of Translation and Interpreting, Official translations
Notarisation therefore adds accountability for who signed, not a second check of the language. It is mostly requested by foreign authorities, not by UK government departments.
What is a sworn translation?
A sworn translation is produced and stamped by a translator whom a court or ministry has appointed and listed, in countries whose legal systems are based on civil law. The ITI notes that in France, Spain, Germany and Italy, sworn translators are “appointed and accredited by the relevant government authorities”.
The ITI is equally clear that “in the UK, as a common law country, there is no such thing as a sworn translator”. If a Spanish registry or an Italian court insists on a sworn translation, a UK certified translation may not satisfy it, however good it is. Our article on sworn translators in Europe covers the country-by-country rules.
Certified vs notarised vs sworn: side-by-side comparison
The three types differ in who signs, what the signature proves and where the document is normally used. The table below summarises the differences.
| Feature | Certified translation | Notarised translation | Sworn translation |
|---|---|---|---|
| Who signs | The translator or an authorised official of the translation company | The translator, plus a notary public | A translator appointed by a court or ministry in a civil-law country |
| What the signature proves | The translator vouches for accuracy and can be contacted | The identity of the signatory; the notary does not check the language | The translation carries official status in that country |
| Typical users | Home Office, HM Passport Office, UK ENIC, universities, register offices | Foreign embassies, overseas registries and companies abroad | Courts, registries and ministries in countries such as Spain, Italy, France and Germany |
| Available in the UK? | Yes | Yes, through UK notaries | No UK equivalent; obtained from a translator appointed in the destination country |
| Can it be apostilled in the UK? | Not on its own | Yes, once the notary has signed | Handled under the destination country’s rules |
When do you need an apostille as well?
An apostille is needed only when a document is going to a country that wants the UK signature on it verified. An apostille is a certificate issued by the FCDO Legalisation Office confirming that a UK public official’s signature or seal is genuine.
GOV.UK’s page on getting a document legalised says documents can be legalised “as long as they have been certified by a UK ‘public official’, such as a UK notary or solicitor”. The standard paper apostille costs £45 per document, and an e-Apostille costs £35. A translator’s own certificate is not a public official’s signature, which is why a translation for use abroad is usually notarised first. The order of steps is explained in our article on whether to translate before or after the apostille.
How do you decide which type to order?
The receiving authority decides, so start with its written instructions. Follow these steps before you commission anything.
- Identify where the translation will be submitted. A UK body, such as UKVI or a university, usually wants a certified translation; an overseas body may want notarisation or a sworn translator.
- Ask for the requirement in writing. An email or web page from the authority settles disputes later and can be shown to the translator.
- Check the exact wording. “Official”, “legalised” and “sworn” mean different things in different countries. If in doubt, the ITI recommends asking the embassy of the destination country.
- Confirm whether an apostille is needed and on which document: the original, the translation, or both.
- Order the translation with the correct format and tell the provider the deadline set by the authority.
Common mistakes when choosing a translation type
Most problems come from ordering more, or less, than the authority asked for. These are the errors that cause the most rework.
- Paying for notarisation a UK body does not need. The Home Office rules describe a translator’s or company’s confirmation, not a notary’s stamp.
- Assuming a UK certified translation counts as “sworn” abroad. Civil-law authorities may accept only translators on their own official list.
- Apostilling the wrong document. Some countries want the apostille on the original certificate, others on the notarised translation.
- Treating the notary as a quality check. A notary confirms who signed; accuracy still depends on the translator.
- Translating only part of the document. Certified translations should cover every stamp, seal and handwritten note.
If a translation has already been refused, our guide to why certified translations get rejected explains how to fix the most frequent faults.
How TranslationWorks can help with certified, notarised and sworn translation questions
TranslationWorks is a UK-based translation agency that provides professional human translation by native-speaking linguists in more than 150 languages, including documents needed for official and legal purposes. Tell us where the translation will be submitted and what format the authority requires, whether certified, notarised or sworn, and we will confirm what we can provide in your free quote. TranslationWorks is ISO 9001 and ISO 27001 registered and Cyber Essentials certified, which matters when you send identity documents. See our translation services or request a free quote within 24 hours.
