Why Was My Certified Translation Not Accepted by the Authorities?

10 Oct Why Was My Certified Translation Not Accepted by the Authorities?

Certified translations are crucial for many bureaucratic processes, especially when it comes to legal, academic, or official documents. However, not all certified translations are accepted by the relevant authorities, leading to frustration, delays, and, at times, rejection of the application or the document itself. In this article, we will explore the reasons why a certified translation might be rejected by the authorities and offer tips on how to ensure the translation meets the necessary requirements.

What is a Certified Translation?

A certified translation is an official translation accompanied by a statement signed by the translator or the translation agency. This statement attests that the translation is accurate and faithful to the original document. In some countries, such as Italy or the United Kingdom, certified translations are required for a wide range of official documents, such as birth certificates, diplomas, contracts, and other legal documents.

Why Can a Certified Translation Be Rejected?

Authorities may reject a certified translation for several reasons. Below, we examine the main ones:

1. Failure to Comply with Local Regulations
One of the most common reasons a certified translation is rejected is the failure to comply with local regulations. In many cases, authorities require translations to be carried out by sworn or certified translators registered with official bodies or recognised by specific organisations. However, it is important to note that the Italian Consulate General provides only a list of translators known to them, residing within the consular district, but translations can also be carried out by translators not included in this list. Nonetheless, the consulate strongly advises using professional translators to avoid errors and delays.

2. Absence of an Official Statement of Accuracy or the Translator’s Stamp
Another frequent reason for rejecting a certified translation is the absence of a statement of accuracy, which must be signed by the translator and accompany each certified translation. This statement attests that the translation is faithful to the original and that the translator has the necessary skills to perform the translation. Some organisations also require the translator’s stamp, certifying membership in an association such as the ITI (Institute of Translation and Interpreting). Without the statement or stamp, authorities may consider the translation invalid.

3. Errors or Omissions in the Translated Document
Even small errors or omissions in the translated text can lead to the rejection of the translation. When dealing with legal or official documents, it is essential that every word, number, and detail is translated precisely. Errors in serial numbers, dates, or names can compromise the document’s validity.

4. Non-recognition of the Issuing Agency or Translator
In some cases, authorities may not recognise the agency or translator who issued the certification. This can happen when the translation was performed by an agency or translator not accredited by the relevant authorities. It is essential to always check that the translation agency is recognised by local or international bodies to avoid issues with recognition.

One of the most common reasons for rejection is the failure to comply with local regulations. In many cases, authorities require translations to be performed by sworn or certified translators registered with official bodies or recognised by specific entities. For example, the Italian Consulate General requires legal document translations to be carried out by translators accredited by the consulate or registered with the official register of experts and technical consultants of the court.

Additionally, it is essential to clarify the distinction between legalisation and apostille, as there is often still confusion between these two terms. This could be an excellent topic for a future article.

How to Prevent the Rejection of a Certified Translation

Now that we have covered the main reasons why a certified translation may be rejected, here are some tips on how to ensure your translation is accepted without issues:

1. Choose an Accredited and Recognised Translation Agency
The first rule to avoid problems is to rely on an accredited and recognised translation agency. Words at Hand works with professional and accredited translators, specialised in legal and certified translations, ensuring that your documents comply with all official regulations and requirements. We collaborate with internationally recognised bodies, such as the Italian Consulate General and the UK Home Office, to ensure every translation is accepted without difficulty.

2. Check the Specific Requirements of the Country or Organisation
Each country and organisation may have different requirements for certified translations. Before starting the translation process, it is essential to verify the specific requirements of the authority to which the document will be submitted. Words at Hand offers tailored consultations to help you navigate the various regulations and ensure that your translation complies with the destination country’s requirements.

3. Always Request a Statement of Accuracy
When requesting a certified translation, ensure that the translation agency provides a statement of accuracy signed by the translator. This statement is a key requirement for many authorities, and without it, the translation may be rejected.

4. Carefully Check the Final Translation
Before submitting the translation to the authorities, it is advisable to carefully review the document to ensure there are no errors or omissions. Even a small mistake could compromise the acceptance of the translation. Words at Hand offers a professional proofreading service that ensures every translation is perfect and ready for official use.

Case Studies: Rejected Translations and How to Resolve Them

Let’s now look at some practical examples of rejected translations and how we helped our clients resolve the issue:

Case 1: Birth Certificate Translation Rejected Due to Errors in the Text
One client had their certified translation of a birth certificate rejected due to errors in the serial numbers and dates. After reviewing the original translation, we corrected the errors and provided an accurate version, which was subsequently accepted by the authorities.

It is important to emphasise that when the client decides to legalise the translation themselves, they may send us a photo of the document that later is not actually legalised. If the serial number changes and the client does not notice, we cannot know, and this leads to the submission of an incorrect translation. Raising client awareness of this aspect is crucial, as otherwise, the consulate may think the error was made by us.

Conclusion
Relying on a professional translation agency like Words at Hand can make the difference between acceptance and rejection of an official document. With our experience and expertise in certified translations, we ensure that your documents comply with all regulations and are accepted by the relevant authorities. Avoid delays and problems by trusting our experts.