When it comes to translations of official documents, institutions may require either a certified translation or a notarized translation. Although the terms are sometimes used interchangeably, they refer to distinct processes with different purposes. Understanding these differences is essential to ensure compliance with the requirements of the authority requesting the documents.
Certified Translation
A certified translation is completed exclusively by a certified translator who is a member in good standing of a recognized provincial translators’ association. In Manitoba, this authority is the Association of Translators, Interpreters and Terminologists of Manitoba (ATIM), which is part of the national network of provincial associations, the Canadian Translators, Terminologists and Interpreters Council (CTTIC).
Key points:
- A certified translation is not necessarily accompanied by an affidavit or notarization.
- Certified translations include the certified translator’s statement, seal and signature as a guarantee of accuracy and completeness, backed by the translator’s professional certification.
- Certified translations are required by many Canadian and international institutions, including:
- Immigration, Refugees and Citizenship Canada (IRCC) for documents submitted inside Canada
- Courts and legal bodies
- Universities and licensing boards
- Financial regulators and tax authorities
- Passport Canada authorities
- Accreditation institutions (WES, etc.)
- Embassies
A certified translation consists of 3 parts:
- The certified translator’s signed statement bearing their certification number and seal, along with a description of the document translated and the date of certification.
- A copy of the source document.
- The translation, with each page signed and sealed by the certified translator.
*A certified translation carries a guarantee of accuracy, which a notarized translation may not.*
Notarized Translation
A notarized translation involves the participation of a notary public. Some institutions require a certified translation to be notarized to enhance its legal validity.
Key points:
- Within Canada, a certified translation is typically sufficient.
- Notarization is mainly requested by foreign institutions or in legal contexts where additional formal authentication is required.
Notarized translations may take two distinct forms, depending on institutional requirements:
- Notarization of a non-certified translation
- A notarized, non-certified translation can be prepared by any individual, whether or not they are a certified translator. It is accompanied by an affidavit in which the translator declares the authorship of the translation.
- A notary public witnesses the affidavit and notarizes the document.
- The notary verifies only the identity of the translator, not the quality of the translation.
- This format is sometimes used by newcomers who prepare their own translations or rely on friends, and then obtain notarization through community services.
- Notarization of a certified translation
- In certain jurisdictions, a certified translation must also be notarized.
- The notarization provides an additional layer of legal authentication, even though the certified translation already carries the professional guarantee of accuracy.
- This requirement is more common for documents submitted outside Canada or for specific international legal processes.
Certified vs. Notarized Translation: Key Distinctions
| Certified Translation | Notarized Translation | |
| Provider | Performed exclusively by a certified translator who is a member of a professional association such as ATIM. | May be translated by any individual, whether certified or not. In some cases, a certified translation must also be notarized. |
| Contents | Includes the translator’s statement (certification number, document details, date, seal, and signature), the translation, and a copy of the source document. All pages of the translation must be signed and sealed. | Includes an affidavit signed by the translator, which has been witnessed and notarized by a notary public, as well as the translation and a copy of the source document. Both certified and non-certified translations may be notarized. |
| Verification | The accuracy and completeness of the translation are assured through the translator’s professional certification. | The notary verifies only the identity of the translator, not the quality or accuracy of the translation. |
| Affidavit | Not required. | Required. |
| Common Use | Frequently required within Canada by immigration authorities, courts, universities, licensing bodies, and regulators. | Commonly required by foreign institutions or consulates, or where an additional layer of legal authentication is requested. |
| Assurance Level | Considered the highest professional standard in Canada. | Provides legal authentication, but does not in itself confirm translation quality unless performed by a certified translator. |
Frequently Asked Questions
1. Is it necessary to obtain both a certified and a notarized translation?
In most cases, no. A certified translation is sufficient for Canadian authorities and many international institutions. Notarization is only required when specifically requested by the receiving body.
2. What are the two types of notarized translation?
- Notarization of a non-certified translation: A translation prepared by any individual, accompanied by an affidavit sworn before a notary public.
- Notarization of a certified translation: A translation completed by a certified translator that is subsequently notarized, usually for use abroad where additional legal authentication is required.
3. Can any individual provide a notarized translation?
Yes. Any individual may prepare a translation and have it notarized. However, the notarization confirms only the translator’s identity, not the accuracy of the translation. Certified translators, by contrast, provide both professional accountability and quality assurance.
4. How should I determine whether a certified or notarized translation is required?
The appropriate choice depends entirely on the requirements of the requesting institution. For documents intended for use within Canada (such as for immigration, academic, legal, or regulatory purposes), a certified translation is generally required. For documents intended for use abroad, it is essential to verify with the relevant authority, embassy, or consulate whether certification alone is sufficient or if notarization is also necessary.
✅ Recommendation: Always confirm the exact requirements of the institution or authority requesting your documents before proceeding with a translation.