Certified Translation In Canada: 15 Common Questions Answered

If you are preparing immigration, licensing, legal, or business documents, you have probably seen references to “certified translation” without a clear explanation of what that means in Canada.

This certified translation Canada FAQ brings the main questions together in one place and connects to more detailed articles on specific situations, such as driver’s licences, spousal sponsorship, professional licensing, and business contracts.

For help with your own documents, you can contact Naya Translation and get one-on-one guidance.

1. What Is Certified Translation In Canada?

In Canadian immigration and legal contexts, a certified translation is a translation that:

• Accurately reflects the original document
• Is completed by a qualified translator
• Is accompanied by a statement or affidavit confirming its accuracy

Immigration, Refugees and Citizenship Canada (IRCC) explains that if your supporting documents are not in English or French, you must submit them with an English or French translation plus an affidavit from the person who completed the translation and a certified copy of the original.

IRCC’s glossary notes that a certified translator is a member in good standing of a professional translation association and that all stamps and seals that are not in English or French must also be translated.

This is covered in more detail in the article Certified vs Notarized vs Sworn Translation In Canada: What’s The Difference?.

2. When Do I Need Certified Translation For Canadian Immigration?

IRCC’s general rule is straightforward: unless specified otherwise, all supporting documents must be in English or French. Documents in other languages must be submitted with translations and supporting proof.

You usually need certified translation for:

• Permanent residence applications (Express Entry and other programs)
• Temporary residence applications when foreign documents are used
• Family sponsorship (spouse, partner, parents)
• Citizenship certificate and passport applications

For Express Entry, IRCC explicitly states that all stamps and seals that are not in English or French must be translated and that translations should be stamped by a certified translator or accompanied by an affidavit.

These points are explored in:

• Do I Need to Translate My Documents for Canadian Immigration?
• Arabic To English Translation For Canadian Immigration: Step By Step Guide

3. Who Is Allowed To Provide Certified Translation In Canada?

IRCC accepts translations:

• From a certified translator who is a member in good standing of a professional translation association, or
• From a translator who is not certified, if the translation is accompanied by an affidavit confirming the translation is accurate.

The IRCC help centre explains that an affidavit for a translation is a sworn statement confirming that the translation is a true and accurate version of the original document, signed in front of someone authorized to administer oaths.

Some programs and provincial bodies prefer or require translations by certified translators. For example, the Ontario Immigrant Nominee Program (OINP) has specific rules on translation and notarization.

This is covered in more detail in How To Choose A Translation Service For Canadian Immigration: 7 Questions To Ask.

4. Can My Family Or Friends Translate My Documents?

No, not for IRCC purposes.

IRCC explicitly states that it does not accept translations by the applicant or their family members, even if they are lawyers, notaries, or translators.

That rule applies to:

• Spouses and partners
• Parents and children
• Siblings and extended family

This article on family sponsorship, Document Translation For Family Sponsorship (Spouse, Partner, And Parents): What To Expect, explains how to organize translations per family member while respecting this rule.

5. Which Documents Usually Need Certified Translation?

Any document in a language other than English or French that you plan to submit in support of an application may need certified translation. Common examples:

• Civil status documents: birth, marriage, divorce certificates
• Identity documents: national IDs, driver’s licences, passports with non-English pages
• Police certificates and court records
• Education documents: diplomas, transcripts, and course lists
• Work and professional documents: reference letters, licences, membership certificates
• Business and corporate documents in cross-border matters

These detailed guides walk through specific document types:

• Do My Birth, Marriage, And Divorce Certificates Need Translation For Canadian Immigration?
• Do I Need Certified Translation For My Canadian Driver’s Licence, ID, Or Permit?
• Translation For Professional Licensing In Ontario: What Newcomers Need To Know
• Certified Translation For Canadian Business Contracts And Corporate Documents

6. How Long Does Certified Translation Usually Take?

Timelines depend on:

• Length and complexity of the document
• Language pair
• How urgent your deadline is

Many Canadian translation services publicly quote ranges like 1–3 business days for straightforward one-page documents and longer for larger or complex files.

To stay safe:

• Start translation work early
• Ask for realistic timelines for your specific documents
• Avoid waiting until just before an IRCC or provincial deadline

If you share your checklist and dates, Naya Translation can help you sequence translation work around key milestones.

7. Do I Need Original Documents, Or Are Scans Enough?

For translation itself, high-quality scans or photos are usually enough. For the application, IRCC often requires:

• A clear copy or scan of the original, and
• The certified translation

For some processes, such as police certificates and certain status documents, IRCC guides state that you must send the original certificate together with a translation if it is not in English or French.

IRCC’s instructions on verification of status and citizenship certificates also stress that copies must be clear and easy to read and that you need an English or French translation plus an affidavit when the document is in another language.

The practical approach:

• Keep originals in a safe place
• Use clear, uncropped scans for translation
• Follow IRCC or provincial instructions on whether to submit originals, copies, or both

8. Are Digital Certified Translations Accepted, Or Do I Need Paper Copies?

Most modern providers can deliver certified translations as:

• Digital files with a visible seal and signature
• Paper copies with physical stamps and signatures

IRCC and many regulators accept high-quality scanned copies uploaded through online portals as long as the translation clearly shows the translator’s information, seal, and required statements.

Some contexts, such as in-person court filings or particular provincial programs, may still prefer or require paper originals. The Ontario Immigrant Nominee Program translation guidance, for example, notes notarization requirements in some cases.

If you know you will need both digital and paper versions, you can ask Naya Translation to prepare translations accordingly.

9. Do I Need To Translate Every Page, Stamp, And Note?

Yes, if you are using the document in your application.

IRCC’s Express Entry instructions state that all stamps and seals that are not in English or French must also be translated and that translations should be based on the entire original document, not just selected parts.

Guides that focus on IRCC translation requirements highlight that incomplete translations are a common reason for delays or document requests.

In practice:

• Translate every page that contains text
• Include stamps, seals, annotations, and handwritten notes
• Make sure dates and names appear exactly as they do on the original

This is explained with concrete examples in:

• Do My Birth, Marriage, And Divorce Certificates Need Translation For Canadian Immigration?
• Document Translation For Newcomers In Ontario: Step By Step Checklist

10. Do I Need To Translate Text Messages, Emails, And Social Media Screenshots?

If you plan to use communication records as relationship proof and they are not in English or French, assume translation will be expected.

The spousal sponsorship document checklist (IMM 5533) asks for letters, printed text messages, emails, or social media conversations as proof of contact and notes that non-English or non-French evidence must be accompanied by certified translations.

IRCC also sets a limit of 10 pages of proof of contact, which means you should select representative samples rather than submitting entire chat histories.

This is covered in more detail in Do I Need To Translate Emails, Text Messages, And Social Media Screenshots For My Immigration Case?, including:

• When translation is helpful
• How much to translate
• Practical ways to keep chat translation manageable

11. Can I Reuse A Certified Translation For Multiple Applications?

Often yes, as long as:

• The translation is still accurate and readable
• The document itself has not changed
• The receiving institution does not require a brand-new translation

For example:

• A translated birth certificate can often be reused for immigration, provincial programs, citizenship, and passport applications.
• A translated diploma may work for both immigration and professional licensing if requirements are similar.

Some programs, such as OINP, may have specific expectations about certification or notarization that go beyond standard IRCC requirements.

These articles show how to plan translations with reuse in mind:

• Document Translation For Newcomers In Ontario: Step By Step Checklist
• Translation For Professional Licensing In Ontario: What Newcomers Need To Know
• Document Translation For Family Sponsorship (Spouse, Partner, And Parents): What To Expect

12. How Does Certified Translation Work For Driver’s Licences And ID?

Driver’s licence and ID translation is common for newcomers and for people using Canadian documents abroad.

IRCC and provincial authorities expect ID documents that are not in English or French to be translated when they are used in immigration files, citizenship applications, or licensing processes.

Some provinces, such as Ontario and British Columbia, publish specific rules for translating foreign driver’s licences and proof of driving experience.

This article explains the details: Do I Need Certified Translation For My Canadian Driver’s Licence, ID, Or Permit?.

13. How Is Certified Translation Used In Business And Professional Licensing?

Certified translation is also common in:

• Professional licensing processes for nurses, engineers, accountants, and other regulated professions in Ontario
• Business contracts, NDAs, employment agreements, and shareholder documents where parties work in multiple languages

Regulators and courts need to rely on accurate documents. Misunderstood clauses can affect licensing decisions or commercial disputes.

These articles dig into those use cases:

• Translation For Professional Licensing In Ontario: What Newcomers Need To Know
• Certified Translation For Canadian Business Contracts And Corporate Documents
• Translation For Lawyers In Ontario: What Law Firms Need To Know About Certified Translations

14. What Happens If My Translation Is Incomplete Or Not Accepted?

If translations do not meet IRCC or provincial standards, you may face:

• Document requests that slow down processing
• Applications being treated as incomplete and returned
• In some situations, refusals if critical information is unclear or missing

IRCC and professional commentaries on translation requirements warn that incomplete translations, missing affidavits, or translations done by family members are common reasons for problems.

Working with a professional service that understands these expectations, such as Naya Translation, reduces these risks.

15. How Do I Choose A Certified Translation Provider In Canada?

Good questions to ask any provider:

1. Do they understand Canadian immigration and provincial requirements?
   
   • IRCC and programs such as OINP have specific rules about certifications and affidavits.
2. Are translators certified or can they provide affidavits when needed?
   
   • IRCC defines what it means by certified translator and explains when affidavits are needed.
3. Can they handle both immigration and non-immigration needs?
   
   • For example, licensing, education, legal, and business documents.
4. How do they protect your data and deliver translations?
   
   • Reputable providers explain their privacy and delivery practices clearly.

This is covered in more detail in How To Choose A Translation Service For Canadian Immigration: 7 Questions To Ask.

Where Naya Translation Fits In Your Certified Translation Plan

Naya Translation supports newcomers, families, professionals, and businesses across Ontario with certified translation for:

• Immigration and family sponsorship
• Professional licensing and education
• Business contracts and corporate documents

You can explore the full services overview, see how translation fits into the team’s broader work on the About Naya Translation page, and review all blog posts in the Naya Translation blog.

If you would like help turning this FAQ into a concrete plan for your own situation, you can describe your documents and timelines through the Naya Translation contact page. From there, you can book certified translations that match Canadian requirements and reuse them confidently across multiple applications.