How To Choose A Translation Service For Canadian Immigration: 7 Questions To Ask

Canadian immigration applications depend on documents that are clear, complete, and easy to understand in English or French. When your originals are in another language, the quality of your translations can directly affect how smoothly your file is processed.

Immigration, Refugees and Citizenship Canada (IRCC) explains that documents that are not in English or French must be submitted with translations and supporting proof of accuracy, as outlined in the IRCC help centre. A number of immigration focused resources emphasize that poor translations can lead to delays or refusals, including guides like this overview of translation of supporting documents for immigration to Canada.

Choosing the right translation service is therefore not just about price. It is about trust, process, and experience with Canadian requirements. The questions below are designed to help you evaluate providers, including how Naya Translation can support your application.

1. Does The Service Understand Canadian Immigration Requirements?

IRCC sets its own expectations for translations. The department makes it clear that if a document is not in English or French, it must be accompanied by a translation and additional proof, such as a statement from the translator, as explained in the IRCC help centre answer on document language.

Some programs and provinces add extra details. The Ontario Immigrant Nominee Program, for example, has a specific page describing how documents in other languages must be translated, which you can see in the OINP document translation and notarization guidance.

When you speak with a translation service, ask:

• Whether they regularly handle documents for Canadian immigration
• If they are familiar with IRCC wording and provincial program expectations
• How they keep up to date with changes in document and translation requirements

A provider that works often with immigration, like Naya Translation’s translation services, is more likely to understand the practical details that affect your file.

2. Who Actually Does The Translation Work?

The person translating your documents matters. IRCC guidance for police certificates notes that translations should be done by certified translators where possible, and that additional steps are required if they are not, as described in the IRCC help page on police certificates.

Professional articles on certified translators in Canada explain that many institutions prefer translators who are members of provincial translator associations, since those organizations enforce standards for training and ethics. An example is the description of Canadian certified translators in Global Document Solutions’ overview.

When evaluating a service, ask:

• Who will translate your documents
• Whether they are experienced in your language pair and subject (for example legal, academic, or medical)
• How translations are reviewed before they are delivered

 Naya Translation introduces itself as a team that works specifically in translation and interpretation, which helps ensure your documents are handled by professionals who focus on language full time.

3. How Does The Service Handle Accuracy And Completeness?

IRCC expects translations to cover the full content of your documents, not just selected parts. The department’s instructions for Express Entry permanent residence applications emphasize that all documents not in English or French must be translated with supporting proof, as described in the Express Entry application instructions.

Guides aimed at applicants, like this explanation of IRCC translation requirements, highlight that translations should include stamps, seals, and any notes that appear on the document, since officers review all these elements when assessing your file.

When you speak with a provider, ask:

• Whether they translate everything, including stamps, seals, and handwritten notes
• How they handle illegible sections or very old documents
• How they ensure that names, dates, and places are consistent across documents

A structured provider like Naya Translation can explain how they check translations for completeness and how they communicate any potential issues before you submit your documents.

4. What Is Their Process For Handling Your Files Securely?

Immigration applications involve sensitive personal information. The Government of Canada stresses the importance of protecting personal data in its general privacy guidance, and similar principles apply when you are sharing documents with service providers.

Reputable translation companies often follow written privacy policies and use secure channels to receive and deliver files. Some describe their security and confidentiality processes in detail, such as MCIS Languages’ explanation of its secure translation services.

Useful questions to ask include:

• How you will send your documents (for example secure portal versus open email)
• Where your files are stored and for how long
• Who within the company can access your documents
• Whether they will use your documents for any purpose beyond your translation

Naya Translation treats immigration and legal documents as confidential and works with clients across Ontario who rely on that confidentiality for personal and professional matters.

5. How Are Timelines And Urgent Requests Managed?

Immigration deadlines can be strict. IRCC provides specific timelines for responding to document requests and invitations to apply, as explained on its processing time and application status pages. If your translations are late, your entire file can be at risk.

Professional translation services usually offer clear information about standard turnaround times and options for urgent work. For example, several Canadian agencies describe typical timelines and rush options for immigration related translations in their service descriptions.

When choosing a provider, ask:

• How long your specific project is likely to take
• Whether they offer rush service for urgent requests
• How they communicate if a delay is possible

If you know that you are working with tight timelines, it helps to contact Naya Translation early so they can schedule your project and avoid unnecessary stress.

6. How Clear And Transparent Is Pricing?

Although IRCC does not give guidelines on translation pricing, many applicants compare multiple providers. A guide on certified translations for legal documents from MCIS Languages notes that translation costs typically depend on language pair, document complexity, and turnaround time.

What matters most for you is clarity. When you receive a quote, check:

• Whether pricing is per word, per page, or per document
• What is included (for example translator declaration, formatting, extra copies)
• How rush service or revisions are handled

Be cautious if:

• The quote is unusually low compared with other professional providers
• The service is vague about what is included in the price
• There is no written confirmation of the agreement

Naya Translation can explain how their pricing works before you commit, so you know exactly what you will receive and how it fits into your immigration budget.

7. Can The Service Support You Beyond One Application?

Most newcomers interact with Canadian institutions more than once. You might start with a temporary resident application, then apply for permanent residence, provincial nomination, licensing, citizenship, or a passport. Documents such as birth certificates, marriage certificates, and academic records often appear in several of these files.

Resources that support newcomers, such as Settlement.org, encourage people to keep copies of important documents and use them across different applications. Working with the same translation provider can make this easier because they already know your file and your preferred spellings and formats.

Ask potential providers:

• Whether they keep secure records of your translations for future use
• If they can provide additional copies or updated versions when needed
• Whether they can support other needs, such as translation for licensing, school, or legal matters

Because Naya Translation works with both individuals and professionals across Ontario, you can return to the same team for future translation needs. If you also want to strengthen your language skills while you settle, you can explore Naya’s language courses as an additional support.

How Naya Translation Fits These Criteria

When you look at the questions above together, a strong translation partner for Canadian immigration should:

• Understand IRCC and provincial expectations
• Use experienced translators with relevant language and subject expertise
• Deliver complete, organized translations of your documents
• Protect your privacy and handle files securely
• Communicate clearly about timelines and pricing
• Support you across multiple stages of your life in Canada

Naya Translation is designed around these principles. The team focuses on translation and interpretation services for immigration, legal, academic, and professional contexts, with clients across Ontario. You can learn more about Naya’s approach on the About Naya Translation page and explore the broader services overview and translation services pages to see how translation fits into your settlement and professional plans.

If you are preparing a Canadian immigration application and want help choosing or working with a translation provider, you can describe your situation through the Naya Translation contact page. From there, you can ask specific questions, share sample documents, and book translation services that align with the expectations of IRCC and other Canadian institutions.