Certified vs Notarized vs Sworn Translation In Canada: What’s The Difference?

If you are preparing documents for immigration, court, licensing, or other official purposes in Canada, you will eventually see terms like “certified translation,” “notarized translation,” and “sworn translation.” They sound similar, but they are not the same thing, and choosing the wrong option can slow down your application.

This guide breaks down these three concepts in plain language, with a focus on how they are usually understood in Canada. If you need help deciding what type of translation your file requires, you can contact Naya Translation to review your situation and your document list.

Why Terminology Matters For Official Documents

Canadian institutions are strict about language. Federal immigration guidance explains that documents must be in English or French, or be accompanied by a translation into one of those languages, plus supporting proof that the translation is accurate. You can see this in the IRCC help centre on supporting documents.

Programs and agencies then add their own rules. For example, the Ontario Immigrant Nominee Program states that all documents must be in English or French, and that documents in other languages must be submitted with a translation and additional proof, as described in the OINP document translation and notarization guidance.

Because each institution has slightly different expectations, it helps to understand what people usually mean by:

• Certified translation
• Notarized translation
• Sworn translation

Once you know the difference, you are in a better position to match your documents to what the requesting authority is asking for. When in doubt, you can speak with your representative and reach out to Naya Translation for practical guidance.

What Is A Certified Translation In Canada

In Canada, “certified translation” usually refers to a translation that comes with a signed statement from a professional translator confirming that the translation is accurate and complete. Some Canadian translation services and notary platforms describe this as a translation with a signed declaration of accuracy, for example in explanations such as Canada Notary’s overview of certified translations.

Key points about certified translations in the Canadian context:

• The translator is a qualified professional who works into English or French.
• The translator provides a signed statement that the translation is a true and complete rendering of the original.
• The package often includes a copy of the original and the translated version together.

Professional articles that discuss certified translation in Canada explain that many organizations prefer translators who are recognized by provincial translator associations, since these bodies set standards for training and ethics. An example is the description of a Canadian certified translator in Global Document Solutions’ explanation of certified translators.

For immigration, IRCC regularly refers to “certified translators” in its public material on police certificates and permanent residence applications.

This is usually the type of translation people need when instructions say “provide a certified translation” or “translation by a certified translator.”

If you are preparing this type of translation for immigration or legal purposes, Naya Translation’s translation services can help you identify which documents should be handled and how to organize them.

What Is A Notarized Translation

A notarized translation adds a second professional into the picture: a notary public. The notary does not check the quality of the translation. Instead, the notary verifies the identity of the person who is signing the declaration and witnesses that signature.

Several Canadian providers describe notarized translation in similar terms. For example:

• Canada Notary’s translation page explains that a notarized translation is one where the translator’s signed declaration is notarized to add an extra layer of legal confirmation.
• MCIS Languages’ article on certified translation services notes that notarization confirms the identity of the translator and that they have declared the translation to be faithful, which is then witnessed by a notary public.

The usual pattern looks like this in practice:

• The translator prepares the translation and signs a statement that it is accurate.
• The translator appears before a notary public.
• The notary confirms the translator’s identity and witnesses the signature.

Notarized translations are often requested when a foreign authority or a particular program wants an extra layer of formality. Some legal and business oriented guides, such as Atlas Language Services’ explanation of certified vs notarized translations, describe certified translation as focused on accuracy and notarization as focused on verifying the signer’s identity.

It is important to read your instructions carefully. Some programs use the word “notarized” when they want the translation to be prepared in a specific way, and some provincial programs treat notarization differently depending on whether you are inside or outside Canada.

If your instructions mention notarized translations and you are not sure how that applies to your case, Naya Translation can help you interpret the wording and plan the right approach.

What Is A Sworn Translation

“Sworn translation” is a term that appears frequently in countries where translators are officially appointed by a court or government body and take an oath. Resources from European and Latin American translation firms, such as Ampersand’s explanation of sworn translation and RapidTranslate’s overview of sworn translators, describe sworn translators as professionals who have been authorized by the state to give their translations direct legal effect in that country.

A sworn translator in those systems typically:

• Has been officially appointed by a court or ministry.
• Uses a personal stamp and formula that gives translations special evidentiary status.
• Is recognized by local authorities as a kind of language officer.

In Canada, the structure is different. An article aimed at newcomers, such as Loretta Murphy’s piece on sworn translators and Canada, explains that Canada generally relies on certified translators and notaries instead of a formal sworn translator system.

That is why IRCC, passport offices, and provincial programs usually refer to “certified translators,” “certified translations,” and “notarized translations” instead of “sworn translations.” Clients arriving from countries that use sworn translators often expect to see that term, but Canadian instructions will typically use different wording.

If you come from a country where sworn translators are common and you are unsure how to match that concept to Canadian requirements, Naya Translation can help explain how certified translation is normally handled here.

Which Type Of Translation Does IRCC Usually Expect

Federal immigration rules focus on certified translations rather than notarized or sworn translations.

The IRCC help centre on document language explains that if a document is not in English or French, you must submit a translation and additional proof of accuracy.

IRCC’s public guidance for specific document types aligns with this:

• The police certificate help page states that if your police certificate is not in English or French, you must send a translation from a certified translator.
• The instructions for Express Entry permanent residence applications describe how to submit translations and clarify that documents not in English or French must be accompanied by a translation and supporting proof, as set out in the Express Entry application instructions.

IRCC material does not typically require notarized translations unless a certified translator is not available, and it does not use “sworn translation” as a standard term. This is why most applicants focus on obtaining certified translations that meet IRCC’s preferences.

If you are preparing an immigration file and want to avoid delays, you can use Naya Translation’s translation services to make sure your documents are ready before you upload them.

How Provinces And Programs Treat Translation Types

Some provincial and institutional rules go further and expressly mention notarization.

For example:

• The Ontario Immigrant Nominee Program explains that all documents must be in English or French, and that documents in other languages must be submitted with translations and, in some situations, notarized translations. This is outlined in the OINP document translation and notarization section.
• Guidance aimed at Ontario applicants also notes that when a certified translator accredited in Ontario is not available, the province may accept translations that have been notarized, as summarized in resources like Alpha Consultants’ explanation of OINP requirements.

Beyond immigration, other institutions set their own rules:

• Passport offices require documents to be in English or French and provide translation instructions on the Government of Canada passport translation page.
• Universities, professional regulators, and courts will often have separate sections explaining how they expect translations to be prepared.

Because these rules differ, it is important to check the exact wording of your program or institution rather than relying on assumptions. If the language is unclear, Naya Translation can review the instructions with you and suggest a practical plan.

How To Decide Which Type Of Translation You Need

You can think about the three labels in a simple way:

• Certified translation
  
  • Focuses on accuracy and completeness. A professional translator signs a statement confirming that the translation is a true rendering of the original. This is what most Canadian institutions ask for when they reference certified translators.
• Notarized translation
  
  • Adds verification of the translator’s signature by a notary public. This is useful when a particular program or foreign authority specifically asks for notarized translations or notarized statements.
• Sworn translation
  
  • Refers primarily to systems in other countries where translators have an official, court-appointed status. In Canada, the same needs are typically met using certified translations and, where required, notarization.

To choose correctly:

1. Read the instructions from the authority that is asking for the documents.
2. Look for exact phrases such as “certified translation,” “translation by a certified translator,” or “notarized translation.”
3. If you see unfamiliar wording from a foreign authority, compare it with Canadian equivalents.

When you are uncertain, you can ask the requesting institution to clarify and then contact Naya Translation with a copy of that wording. This makes it easier to align your translations with what the decision maker expects.

How Naya Translation Helps Clients Navigate These Terms

Naya Translation supports clients across Ontario with translations for immigration, legal, academic, and professional purposes. That work often includes helping clients interpret instructions and decide what type of translation is appropriate.

In a typical engagement, Naya can:

• Review the translation requirements in your immigration or legal instructions
• Help you distinguish between certified and notarized translation requests
• Suggest a practical order for translating your documents
• Keep your translations organized by family member, file, or case

Because Naya also offers language courses, the team understands that many clients are working in a second or third language and need clear explanations without technical jargon.

You can learn more about the team and values on the About Naya Translation page, and see the full range of translation services that support both individuals and professionals.

When To Contact Naya Translation For Guidance

If you are reading instructions that mention certified, notarized, or sworn translation and you are not sure what they mean in practice, it is usually better to ask early instead of waiting until a deadline is close.

You may want to contact Naya Translation when:

• You are starting an immigration or licensing application and want to plan your translation work in advance
• You have been told to provide “certified translations” and need help organizing your documents
• A program outside Canada is using “sworn translation” terminology that does not match Canadian practice
• You are a law firm or immigration office that wants a reliable approach for ongoing client files

By reaching out through the online contact page, you can describe your situation, share sample instructions, and book translation services that match the expectations of the institution you are dealing with. Understanding the difference between certified, notarized, and sworn translation helps you submit complete, organized files, and Naya Translation can guide you through that process from the first question to the final document package.