Notarized translation is often misunderstood, especially among freelance translators and clients unfamiliar with legal document requirements. Unlike a standard translation, it involves a notary public verifying the translator’s identity, not the translation’s accuracy. But when is a notarized translation necessary? How does it differ from certified translation?

Whether you’re a professional translator or a client needing a notarized document, this guide will explain:
✅ The key differences between notarized and certified translation
✅ When and where notarized translations are required
✅ How the notarization process works
✅ Challenges, legal considerations, and best practices

Let’s dive in!

What is Notarized Translation?

A notarized translation is a translated document accompanied by a notary public’s seal and signature. The notary does not verify the translation’s accuracy—instead, they authenticate the identity of the translator who swears that the translation is accurate.

Key Features of Notarized Translation

The translation is completed by a professional translator.
The translator signs an affidavit (a sworn statement confirming the translation is correct).
A notary public verifies the translator’s identity and signs the affidavit.
The document is sealed with an official notary stamp.

Legal Standing of Notarized Translations

A notarized translation does not guarantee accuracy—it only verifies the translator’s identity. Many institutions, including government offices, courts, and universities, require notarized translations for official purposes.

Notarized vs. Certified Translation: Key Differences

Notarized and certified translations are often confused, but they serve different purposes.

Feature	Notarized Translation	Certified Translation
Purpose	Identity verification of the translator	Accuracy verification of the translation
Who Certifies It?	A notary public	The translator or a translation company
Documents Typically Required For	Legal, academic, and official use	Immigration, business, and legal documents
Includes Notary Seal?	Yes	No
Includes Translator’s Certification	No, only an affidavit	Yes, with a statement of accuracy

Common Misconceptions About Notarized Translation

❌ Notarization does not confirm translation accuracy.
❌ A translator cannot notarize their own translation.
❌ Not all notarized translations are accepted internationally—some countries require additional authentication.

When is a Notarized Translation Required?

Not all translations need notarization, but some institutions and government agencies require it.

Common Situations Where Notarized Translations Are Needed:

Legal documents (contracts, court documents, affidavits)
Academic transcripts and diplomas (for foreign education)
Immigration applications (in some cases)
Business and corporate documents (international agreements)
Adoption papers (for international adoption processes)

💡 Tip: Always check with the requesting institution to confirm if notarization is required.

The Notarization Process for Translations

Step 1: Translation Completion

A professional translator or agency translates the document accurately.

Step 2: Translator Signs an Affidavit

The translator swears under oath that the translation is accurate and signs an affidavit.
This affidavit is usually a short document attached to the translation.

Step 3: Notary Public Verification

The notary verifies the translator’s identity (e.g., via an ID).
The notary does not verify the translation itself—only the translator’s statement.

Step 4: Notary Seal & Certification

The notary stamps and signs the affidavit.
The translated document is now officially notarized.

📌 Important: Some countries require an apostille or further authentication for international use.

Who Can Notarize a Translation?

A notary public is a licensed official who verifies identities and administers oaths.

Where to Find a Notary?

Local banks
Courthouses
Law offices
Online notarization services
Translation agencies that offer notarization services

💡 Tip: Some online notary services allow remote notarization via video calls.

Challenges and Limitations of Notarized Translation

Notarized translation is not always the best option. Here’s why:

1. The Notary Does Not Check Translation Accuracy

The notary only verifies the translator’s identity—not the quality of the translation.
If accuracy is the priority, a certified translation may be required instead.

2. Country-Specific Legal Requirements

Some countries require additional authentication beyond notarization, such as:
✅ Apostille certification for international use
✅ Legalization at embassies or consulates

3. Extra Time and Costs

Notarization fees vary by country and notary.
The additional verification step can delay document processing.

📌 Tip: Always confirm the exact requirements before requesting a notarized translation.

Best Practices for Translators Providing Notarized Translations

For translators, notarized translations can be an added service to boost credibility and income. Follow these best practices:

✅ Clarify Client Requirements – Ensure notarization is actually needed before proceeding.
✅ Prepare the Affidavit Properly – Include a clear statement of accuracy.
✅ Find a Reliable Notary – Work with trusted legal professionals or online notarization services.
✅ Understand Jurisdictional Differences – Know which institutions accept notarized translations.
✅ Educate Clients – Explain the difference between notarized and certified translations.

Notarized translations are often required for legal, academic, and official documents, but they do not confirm accuracy—only the translator’s identity.

For translators: Offer notarized translations strategically and educate clients on whether they truly need them.
For clients: Verify requirements before requesting notarization to avoid unnecessary costs and delays.

How to Offer Notarized Translation as a Freelance Translator?

Becoming a notarized translator is a great way to specialize yourself in the legal niche. As a notarized translator you will be able to certify the accuracy of translated documents in a legal capacity.

Here’s a step-by-step guide to help you on your journey to becoming a notarized translator.

1. Acquire Language Proficiency

Master the Source and Target Languages: Develop a deep understanding of both languages, including grammar, syntax, and cultural nuances. The nature of a notarized translation service is that it requires 100% accuracy. Mastering the working language pair at a higher level is absolutely necessary to certify a translation is accurate.
Consider Language Certification: Obtain language certifications like the TOEFL or IELTS to validate your language skills.

2. Gain Translation Experience

Gain practical experience in translating various types of documents. A great way to earn experience is to freelance your service or work in-house for a translation agency.

3. Obtain Necessary Certifications

Research Local Requirements: Understand the specific certification requirements in your jurisdiction.
Complete Required Courses: Enroll in translation courses or workshops to enhance your skills.
Pass Certification Exams: Take and pass any required certification exams.

4. Notarization Process

Contact a Notary Public: Reach out to a notary public in your area.
Provide Required Documents: Prepare your identification documents and translation certifications.
Undergo Verification: The notary public will verify your identity and qualifications.
Obtain Notarization Stamp: The notary public will stamp and sign your translated documents.

5. Maintain Professionalism and Ethics

Adhere to Ethical Standards: Follow industry codes of ethics and confidentiality.
Stay Updated: Continuously update your knowledge of both languages and translation techniques.
Network with Other Professionals: Build relationships with other translators and industry experts.

FAQ: Notarized Translation

1. What is the difference between a notarized and a certified translation?

A notarized translation involves a notary public verifying the translator’s identity, while a certified translation includes a statement from the translator or translation company affirming the translation’s accuracy. Notarization does not confirm accuracy, only the translator’s oath.

2. Who can notarize a translation?

Only a licensed notary public can notarize a translation. This can be done at banks, courthouses, law offices, or online via remote notarization services.

3. When is a notarized translation required?

Notarized translations are commonly required for legal documents, academic transcripts, adoption papers, and business contracts, especially when dealing with foreign institutions.

4. Can I notarize my own translation?

No, a translator cannot notarize their own work. The translation must be notarized by an independent notary public who verifies the translator’s identity and signature.

5. How much does notarized translation cost?

Costs vary depending on the country, document length, and notary fees. Expect to pay anywhere from $20 to $100+ per notarized document, in addition to the translation cost.

6. How long does it take to get a notarized translation?

The translation itself depends on complexity, but notarization usually takes a few hours to 1–2 business days. Some notaries offer same-day services.

7. Is notarization the same as apostille authentication?

No. Notarization verifies identity, while apostille authentication is an international certification verifying the legitimacy of the document for use in another country. Some institutions may require both.

8. Can notarized translations be done online?

Yes! Many notary services now offer remote notarization via video call, allowing translators to get documents notarized digitally.

9. What happens if a notarized translation is rejected?

If a notarized translation is rejected, it’s usually because:

The notary’s credentials were not accepted in that jurisdiction.
The affidavit was missing or improperly formatted.
The institution required an apostille or additional certification.

Always check the exact requirements before submitting a notarized translation.

10. Does notarization mean a translation is legally valid worldwide?

No. Notarization is jurisdiction-specific. Some countries require additional legalizations, such as an apostille or embassy certification.