In recent months, the debate between machine vs. human translation has focused on the importance of obtaining official, legally valid, and accurate, professionally translated documents. While machine translation algorithms have steadily improved in recent years, they are, however, not yet in every case a comparably accurate substitute for traditional human-based translation services. 

In fact, machine translation is attractive and thus popular mostly because of the low cost and fast speed at which results are delivered, offering brands a quick way to translate their documents at scale, reducing operational expenses.

While this method certainly works, it can be profoundly inaccurate and often misses the finer points of the target language’s lexical choices and syntactic structures.  Consequently, human translation remains the most suitable and viable choice for the individual, business, or corporate projects that require duly diligent professional care, nuanced attention to small detail and/or are needed for publication, legal or other official documentation purposes.

Certified Translation

A “certified translation”, such as that made by a registered translation company like Hi-COM, means that the translator or the language service provider (LSP) has issued a signed statement declaring that the translation that has been done is an accurate and true representation of the original document.

A translation company offers a specialized translation service and is officially recognized as doing so.  An official Translation Seal on any company translated document in addition contains company information and signifies the translation as valid.   Legalized translation, by contrast again, is usually not done by one company but is an official translation that is taken to the Embassy, Consulate, or other governmental, institutional office to be “legalized” through addition of a supplementary seal affixed by the public servant on top of the translated (and certified) file, confirming the original file’s validity.  A sworn translator, on the other hand, is one who is registered under a country’s Ministry of Justice and has taken a personal oath regarding their truthfulness.  With greater concern for accuracy thus than notary translation, a sworn translation is asked for when penal pursuits are undertaken, or for divorce cases and is the most expensive kind of translation.

When to get the certified translation:

•     Birth certificates
•     Death certificates
•     Marriage certificates
•     Business contracts
•     Immigration papers
•     Court transcripts

Read more about certified translation in China in our Certified Translation in China: 9 Cases When You Need It guide.

Sworn Translation

Sworn translation has recently become particularly important due to international trade, the creation of political-economic blocks, changing immigration procedures, and Covid-19 affected tourism.  Sworn translation is recognized as an officially accepted translation of a legal document, or any document that needs to be accepted in a legal situation, such as birth certificates, academic certificates, or declarations.

Sworn translations are always needed when a translation is to be used for administration purposes or governmental requirements.  There are no fixed regulations regarding sworn translations, as the requirements are dependent upon the country in which it will be used, and therefore regulations can change based on the location.

When to get the sworn translation:

•     Patent certificates
•     Documents to incorporate a company

Looking for translation services? Contact us today to get a free quote!

Notarized Translation

A certified translation in China thus consists of a translated document accompanied by a signed statement from the sworn translator attesting to the translation’s completeness and accuracy.  This signed statement is also notarized by a notary public.  Once a translation is so certified it becomes an officially recognized legal record.

A notary translation is unusual as notary offices usually do not have the recognized competence for such official translation; but in China, for example, Notary Offices do have the power to legalize a translation made at their discretion. This is required in only a few cases, however, but as the customer or client must be in person at the notary office to present the file to translate, this may be problematic.

This documentation is required if a document needs a “certified translation,” or that a translation requires a “Certificate of Accuracy.”    There are several situations where a certified translation may be required.

When to get the notarized translation:

•     Diplomas
•     Degree certificates
•     Professional qualifications
•     Other administrative documents

Learn more about notarized translation in our How to Get Your Chinese Documents Notarized guide!

Legal Scenarios

Certified Translation

Certified translations are always necessary for legal paperwork, such as documentation used in trials or hearings.  For example, a trial transcript or any evidence in another language would need to be translated and certified. When it comes to any item that must be submitted to a legal or government body, it is likely that certified translations will be required.

Immigration

Immigration is also a key area that always requires certified translation.  When applying for a residency (or even a temporary visitor’s permit) in a foreign country, the process will likely require that all documents be submitted in the country’s official language — and that translations of these documents be certified.

These documents can include birth certificates, marriage certificates, driver’s licenses, College Applications.  Applications to universities and colleges also often require certified translations of documents like diplomas and transcripts. Depending on the school’s document policies, applicants may be required to submit the original grade report along with a certified translation.

It is always a clever idea to confirm what documents are needed before submitting them and consult with the translation service provider or company.

Business and Corporate Dealings

For corporations with international offices, or for businesses looking to increase their international visibility, certified translations can be necessary.  Documents that may require certified translation include: financial reports, contracts, patent filings. So too, Businesses hiring internationally might also need certified translations of such specific forms as medical records, bank statements, passports & visas.

Sworn Translation

For any certification, the translator or translation company:

1) confirms that the document is a true and accurate translation of the original document.

2) prints the date of the translation, and 3) provides a full name and contact details of the translator or a representative of the translation company.

To expedite this process, The Hague Convention of 5 October 1961 drafted the Apostille Convention, which is a stamp or printed form containing ten numbered standard fields. It guarantees that all the documents from the administration or judicial organisms in each of the 51 countries that signed the Convention are correspondingly valid in all signatory countries.

Every sworn translation should be accompanied by this guarantee to be effective.  This apostille certifies that the person who sends the translation acts as attester of the document and certifies the documentation’s accuracy, completeness, and official value.

With the apostille, the documents can be legalized without third parties taking part and thereby making the process faster and simpler.   Following the proper human-based professional translation certification process and Apostille conventions is thus the best way to obtain legally valid translations as required by individual and business enterprise context.

HI-COM is a multilingual translation agency dedicated to providing professional translation and interpreting services to companies all over the world. Working in over 40 languages, HI-COM is the localization partner for hundreds of companies and brands. Contact us today for your free consultation!

If you would like more information regarding the translation of your documents, please do not hesitate to get in touch.

If you decide to work or live abroad, or simply start a visa procedure, you will probably need to translate certain documents.

HI-COM is an official translation agency, and we provide a variety of certified translations.

HI-COM is able to provide you with official certified translations, as well as sworn translations. But, how do you decide? You must define your real translation needs.

1) What is a certified translation?

A certified translation is a translation carried out by a professional specialist agency. The certified translation document produced by a translation company will be sealed.

• How do you recognise a certified translation?

A certified translation will include a statement proving that it is a correct and true translation of the original document, as well as the translator’s signature and stamp.

A certified translation is an official translation commonly used for legal administration purposes.

• What is a sworn translation?

A sworn translation is an official document as it is carried out by a translator who is legally registered with the Ministry of Justice of the country concerned. Only translators who have taken an oath before a court of law can use their stamp to seal a sworn translation.

2) Certified Chinese is different in France

Every country has its own rules regarding official certified translation.  For example, the role of the person authorizing and the forms provided, are likely to vary from country to country.

It is therefore the client’s responsibility to enquire about specific requirements with the authority for whom the translations are intended, particularly with regards to “legalization”.

In France for example, the title of an Expert Translator is regulated and protected by law.

Need a translation from France?

• Certified translation in France: If the administration is requesting a certified translation in French, you can do it here with us at HI-COM. The general procedure is straight forward, just simply send a scan to one of our HI-COM representatives, and wait until the certified translation is completed!

• Sworn translation in France: This type of translation is often requested by the French administration, or more specifically, the court. The process is much more long-winded and complicated than that of a certified translation. But in order to obtain a French sworn translation, the original must be sent directly to France by registered post (HI-COM will take care of the shipments).

Need a translation from China?

• Certified and sworn translations must be carried out by a professional translator (legal expert), appointed by a Court of Appeal or the Court of Cassation.

3) What documents are required for a certified translation?

When mightn’t you need a certified translation in China?

Find out more in our article on certified translation in China:

• Chinese work permits

When applying for a work permit, you may need several documents, including documents such as letters of recommendation from former employers, CV’s, diplomas, school reports, and criminal records, etc.

• 1000 Internships visa (China-France visa program)

This type of visa is issued to a limited number of young French students, allowing them to intern in China. With this visa, it is only possible to obtain a work permit + a category C residence permit. The duration of the internship can vary from 3 to 6 months, and only students enrolled in a French higher education establishment, can apply for it.

France considers a trainee as a trainee, whilst China considers a trainee as a short-term employee, therefore remuneration is compulsory. This visa also allows students to travel to and from China, making the procedure almost as complex as that of a work visa.

Here are the steps to obtain this visa:

1. Send the documents to a company in China for translation into Chinese. The two most essential documents to be translated are the criminal record and the internship agreement.
2. Register the company at the Labour Office. Apply for a visa in France and then register it definitively after medical examinations in China.
3. Apply for a residence permit.

• Certified translation for a loan application from a foreign bank

When applying for a mortgage loan in France, the United States, and other countries, it is necessary to provide several bank statements and pay slips. However, people working in China will need to translate these documents first. Chinese pay slips, bank statements and tax records are all necessary documents when in need of a bank loan, which is why they too must be translated and certified by an approved translation agency.

• Health booklet for children

Any trip to a hospital in China may require a medical records of the child in order to present it to the doctors and facilitate their work. However, a health record in English, German, or French (or in any other foreign language) will not be useful, so it is recommended to have the health record translated into Chinese beforehand to prevent any problems.

• Translation of the Chinese business license/ foreign business license

When a company registered in China seeks to advertise abroad or apply for any program abroad, it is necessary to have the commercial and foreign licenses translated.

For example, if you have a tender from a European institution, it is necessary to have the commercial license translated into the European language or English, therefore, a sworn translation is required.

If you need to have your foreign commercial license translated into Chinese, a sworn translation is required.

• Enrolment in a Chinese university

To enroll in a Chinese university, you will need to provide certain documents translated from French/English into Chinese. In this case, a certified translation is required. It is often mentioned that a degree is awarded in partnership with foreign universities, which can make the process easier. However, even in the case of a partnership, the classic direct application is common and you may be asked to provide the translation of transcripts and diplomas in digital form as well as the application form.

In addition, it is necessary to present the original documents and translations on the day of arrival at the university.

4) What are the advantages of using HI-COM? 

 Some of your translations may need to be certified, notarised or even carried out by a sworn translator. Don’t panic, HI-COM are extremely experienced in these services!

At HI-COM, our sworn translators each have the required qualifications and certificates that can be presented upon request. Each sworn or certified translation is sealed with our official stamp “Official Translation Company”, or the stamp of the sworn translator.

Copies of your translated original document can also be delivered to you upon request.

HI-COM is a multilingual translation agency dedicated to providing professional translation and interpreting services to companies all over the world. Working in over 40 languages, HI-COM is the localization partner for hundreds of companies and brands. Contact us today for your free consultation!

If you would like more information regarding the translation of your documents, please do not hesitate to get in touch.