What USCIS Requires on a Certified Translation of a Document

The federal rule behind the request and what it actually says

United States Citizenship and Immigration Services (USCIS) bases its translation requirements on a specific federal regulation found in Title 8 of the Code of Federal Regulations, section 103.2(b)(3). This rule applies to all foreign language documents submitted as part of an immigration filing. It is not unique to any one form or petition type. If the original document is not in English, the applicant must provide a complete English translation along with a certification of accuracy.

The actual wording of the federal rule is straightforward. It requires that any document containing foreign language must be accompanied by a full English translation and a certification from the translator affirming the translation's completeness and accuracy, as well as the translator's competence to translate. The regulation does not call for notarization or any particular format beyond these points.

USCIS officers are trained to check that the translation meets these criteria. If any element is missing, the submission can be rejected, delayed, or denied. These are not suggestions, but mandatory steps for compliance.

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What a certification of translation accuracy must contain

A certification of translation accuracy, also called a translator's certificate or affidavit, is a short statement that accompanies the English translation. Its purpose is to affirm to the USCIS reviewer that the translation is complete and faithful, and that the translator is competent to do the work.

Key elements to include

• A statement of accuracy and completeness. This should affirm that the translation is a full and true rendering of the original document.
• A statement of competence. The certifier must state that they are competent to translate from the source language to English.
• Identification of the document. The certification should clearly reference the document being translated (for example, "birth certificate of Juan Perez, issued by the Civil Registry of Mexico City").
• The certifier's printed name and signature. Both are required. A typed name alone is not enough.
• Date of certification. The certificate should be dated on or after the date of the translation.
• Contact information. This generally means a mailing address, and in many cases, an email or phone number should be included.

A simple template may read: "I, [name], certify that I am fluent in English and [source language], and that the above/attached is a true and complete translation of the attached document. Signed, [signature], [contact information], [date]."

USCIS does not require a specific form, but if any of these elements are missing, the certification may not be accepted.

Certifying your own competence: who may sign and who should not

The federal rule does not restrict who may serve as the translator and certifier, provided the person is competent in both English and the source language. In practice, this means that a professional translator, a bilingual staff member, or even a family member can prepare and certify the translation.

Who may sign

• Bilingual freelance translators
• Employees of a translation company or language service provider
• Bilingual individuals who are not parties to the application

Who should avoid certifying

• The applicant themselves, even if competent, as this can be viewed as a conflict of interest
• Immediate family members, especially for sensitive documents (this is not a federal prohibition, but some officers may scrutinize these more closely)
• Someone who lacks demonstrated competence in either language

USCIS does not require a certified translator credential or membership in a professional body. However, the translator's name and signature must be present, and they are attesting to their language ability. If a translation is found to be incomplete or inaccurate, the certifier's reputation and future work may be affected.

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Notarization, apostilles and sworn translators: what the United States does and does not use

Many countries require translations to be notarized, legalized, or completed by sworn translators. The United States does not use these systems for USCIS filings.

Notarization and apostilles

USCIS does not require a translation to be notarized. Adding a notary seal or stamp is unnecessary and can even cause confusion, as it may suggest to the officer that the translator misunderstood the requirements. The notary only affirms the identity of the person signing, not the truth of the translation.

Apostilles are not used for translations in the USCIS process. The only exception is if the original foreign document itself must be apostilled or legalized for another reason, which is rare for most routine applications.

Sworn translators

There is no system of sworn translators in the United States. While some countries issue government credentials to translators, USCIS does not recognize or require these. Any competent person may act as translator, as long as they can truthfully certify their competence and the accuracy of the translation.

Complete means complete: stamps, seals, marginal notes and illegible entries

USCIS's requirement for a "complete" translation means that every element of the original document must be translated. This includes not only the main text, but also any stamps, seals, marginal notes, handwritten annotations, and pre-printed elements.

Translating stamps and seals

Official stamps, signatures, and seals should be translated and described. For example: "Stamp: 'Municipality of X, Office of the Civil Registrar'" or "Seal: 'Certified True Copy'." If the stamp is illegible, it should be noted as such, for example, "[illegible stamp]."

Marginal notes and annotations

Birth and marriage certificates from many countries contain side notes or official amendments. Omitting these is a common source of rejection. Each note, no matter how brief, should be translated and included in the English version.

Illegible or missing text

If the original contains any part that is unclear or unreadable, this should be indicated in the translation, such as "[illegible]" or "[text missing]." Guessing or leaving a blank is not acceptable.

The goal is to provide an English version that a USCIS officer can compare line by line to the original, without any gaps or unexplained omissions.

See how WordRate handles this for translation and localization

Formatting the target document so a reviewer can match it to the original

USCIS reviewers are trained to compare the English translation to the original foreign document. The translation should follow the structure and layout of the original as closely as possible. This makes review easier and reduces the chance of confusion or suspicion.

Mirroring the original layout

If the original is a form with boxes, tables, or numbered fields, the translation should present the information in a similar manner. Section headers, field labels, and other formatting features should be preserved in the English version. Translators often use tables or clear headings to match the source document's appearance.

Indicating handwritten or typed entries

When a document contains both printed text and handwritten additions, note this in the translation. For instance, "[handwritten: 12 March 1982]" or "[typed: Maria Lopez]." This helps the reviewer understand the structure and verify the translation's accuracy.

Including untranslated original language text

USCIS does not require the original foreign language text to appear in the translation. However, including a copy of the original document (as a separate attachment) is mandatory. The translation itself should be in English only, not bilingual.

If the original document is in a non-Roman script, such as Chinese or Arabic, providing a Romanized version of names (when available) can help USCIS match records and avoid delays.

Common rejection triggers on birth, marriage and academic records

USCIS officers most often reject translations of civil and academic records for avoidable mistakes. Knowing these patterns can help translators avoid repeat work and frustration for clients.

Birth certificates

• Omitting marginal annotations about adoption, name changes, or amendments
• Leaving out stamps, embossed seals, or registration numbers
• Not translating the names of parents or witnesses exactly as they appear, even if they seem misspelled
• Failing to include a certification page signed by the translator

Marriage certificates

• Ignoring pre-printed text or standard form language
• Missing official stamps or signatures
• Not indicating the presence of corrections or cancellation marks

Academic records

• Leaving out footnotes, grading scales, or explanatory text
• Failing to translate institutional seals or approval signatures
• Not explaining abbreviations or acronyms found in the source document

In each of these cases, the reviewer must be able to verify that every meaningful element of the original appears in the translation. Any omission or incomplete rendering is likely to result in a Request for Evidence (RFE) or outright rejection.

Records, retention and being reachable if the filing is questioned later

After delivering a certified translation, it is important to retain clear records of the work. USCIS may contact the translator or translation provider months or even years after submission to verify a translation's authenticity.

Best practices for recordkeeping

• Keep a digital copy of the original document, the English translation, and the signed certification for at least three years
• Store contact details for the translator who signed the certification, including any changes in address or phone number
• Document the delivery date and method, especially if working for an agency or law firm

If USCIS cannot reach the translator for verification, or if the translator is unable to confirm the work, the submission may be treated as unreliable. This risk is higher for large-scale providers and those using subcontractors, but it applies to freelancers as well.

For language service providers, having a clear project tracking system in place can make these requests easy to handle. A platform that links translation files, glossaries, and rate cards per client can help maintain compliance and accurate records for every USCIS submission.