Key takeaways
- GOV.UK says a certified translation should confirm it is a “true and accurate translation of the original document”, with the date and the translator’s full name and contact details.
- The Immigration Rules add the signature of the translator or an authorised company official, and credentials for leave to remain and settlement applications.
- The statement should identify the document it covers, so it cannot be detached and reused.
- The ITI recommends stamping or initialling each page of a certified translation to prevent tampering.
- Universities may set extra conditions, such as the categories of translator they accept.
The certification statement, sometimes called a translator’s declaration or certificate of accuracy, is the part of a certified translation that authorities read first. It turns a translation into evidence by naming who is responsible for it and how to reach them.
This article lists the elements a UK certification statement needs, compares the requirements of different bodies, and offers a model layout you can use to check a statement you have received. For the wider topic, see our guide to certified translation in the UK.
What does GOV.UK say a certified translation must state?
GOV.UK’s general guidance gives the baseline. Its page on certifying a document asks the translator to confirm in writing on the translation:
- that it’s a “true and accurate translation of the original document”;
- the date of the translation;
- their full name and contact details.
These three elements apply widely, but specific authorities often ask for more. The Home Office is the main example.
What extra elements does the Home Office require?
The Home Office adds a signature and, for some applications, credentials. Paragraph 39B(f) of Part 1 of the Immigration Rules requires the translation to be dated and to include:
“(i) confirmation that it is an accurate translation of the original document; (ii) the full name and signature of the translator or an authorised official of the translation company; (iii) the translator or translation company’s contact details; and (iv) if the applicant is applying for leave to remain or indefinite leave to remain, certification by a qualified translator and details of the translator or translation company’s credentials.”
How these rules apply to different visa routes is explained in Home Office translation requirements.
Certification requirements compared by authority
Different bodies ask for slightly different statements. The table compares the published requirements of three of them.
| Element | GOV.UK general guidance | Home Office (Immigration Rules) | University of Edinburgh |
|---|---|---|---|
| Accuracy confirmation | Yes | Yes | Yes |
| Date of translation | Yes | Yes | Yes |
| Translator’s full name | Yes | Yes, or an authorised company official | Yes, or an authorised company official |
| Signature | Not specified | Yes | Yes |
| Contact details | Yes | Yes | Yes |
| Credentials | Not specified | For leave to remain and settlement | Translator must be in an accepted category |
The Edinburgh column comes from its postgraduate guidance on certified translations, which accepts translations from the awarding institution, a non-UK sworn translator, or an ITI Fellow or Member.
What does a well-structured certification statement look like?
A clear statement identifies the document, the languages and the person responsible. The model below shows a layout that covers every element listed above; it is a checking aid, not an official form.
- Heading: “Certificate of translation accuracy” or similar.
- Document identification: document type, the name of the person it concerns, the issuing authority, the date of issue and any reference number.
- Languages: “Translated from Romanian into English”, for example.
- Accuracy statement: a sentence confirming the translation is a true and accurate translation of the original document.
- Translator or company details: full name, company name if any, postal address, email and telephone number.
- Credentials: professional qualifications or memberships that can be checked, where required.
- Signature and date: signed by the translator or an authorised company official, with the date of translation.
- Page reference: the number of pages covered, such as “This certificate covers 3 pages”.
How should the statement be attached to the translation?
The statement must stay physically or digitally linked to the translation it covers. The ITI’s guidance on official translations recommends:
“Each page of the translation should be stamped and/or initialled (by the translator and/or certifying authority), to prevent any tampering or misuse.”
For PDFs, the statement should be part of the same file. Our article on digital vs paper certified translations explains which authorities accept electronic files.
Does a certification statement need a notary or solicitor?
Not for most UK purposes. GOV.UK and the Home Office describe a statement signed by the translator or an authorised company official, with no notary involved.
A notary becomes relevant when the translation is going abroad and needs an apostille. GOV.UK’s legalisation guidance explains that documents can be legalised if they have been certified by a UK “public official”, such as a notary or solicitor. A translator’s own statement does not meet that test, so the notary signs a declaration first. The standard paper apostille then costs £45 per document, and an e-Apostille costs £35. Order a notarised statement only if the receiving authority asks for one.
What should a certification statement not contain?
A certification statement should be factual and limited to what the translator can vouch for. Avoid these additions.
- Claims about the original document’s authenticity. A translator confirms the translation, not that the source document is genuine.
- Vague credentials, such as “experienced translator”, which a caseworker cannot verify.
- Unverifiable contact details, such as a web form with no email or telephone number.
- Statements of sworn status by UK-based translators; the UK has no sworn translator system, as explained in certified vs notarised vs sworn translation.
Common mistakes in certification statements
Small omissions in the statement cause a disproportionate share of problems.
- No date, or only the date of the original document.
- A typed name with no signature where the Home Office requires one.
- Credentials missing on an application for leave to remain or settlement.
- No document identification, so the statement could belong to any translation.
- Outdated contact details that prevent verification.
For other causes of refusal, read why certified translations get rejected.
How TranslationWorks can help with certification statements
TranslationWorks is a UK-based translation agency that provides professional human translation by native-speaking linguists in more than 150 languages, with quality management registered to ISO 9001. If you need a translation with a certification statement for a particular authority, tell us where the translation will be submitted and what format the authority requires, including any credential or signature rules, and we will confirm what we can provide in your free quote. Read more about our translation services and legal translations, or get a free quote.
