21.05.2025
IRCC Translation Requirements: A Complete Guide for Applicants
IRCC translation requirements explained! Learn about certified translation for Canadian immigration, including birth certificates and other vital documents.
Going through the immigration process can be challenging, particularly when it involves grasping the detailed requirements established by Immigration, Refugees and Citizenship Canada (IRCC). A key aspect of your application is making sure that all documents are translated with precision. The IRCC enforces strict translation standards to guarantee precise and consistent communication.
This guide provides complete application clarification through step-by-step instructions about required documentation, translator qualifications, and submission requirements for translated materials. These guidelines determine successful application outcomes when applicants pursue permanent residency status, work permits, or Canadian citizenship.
Understanding and adhering to the IRCC's translation requirements increases positive immigration outcomes and reduces processing duration. This detailed guide is for applicants who want to understand Canadian immigration translation requirements.
This guide provides complete application clarification through step-by-step instructions about required documentation, translator qualifications, and submission requirements for translated materials. These guidelines determine successful application outcomes when applicants pursue permanent residency status, work permits, or Canadian citizenship.
Understanding and adhering to the IRCC's translation requirements increases positive immigration outcomes and reduces processing duration. This detailed guide is for applicants who want to understand Canadian immigration translation requirements.
What Translation Requirements Are Set by the IRCC?
To be accepted by Immigration, Refugees and Citizenship Canada (IRCC), all documents must be submitted in English or French. If the original document is in another language, applicants must include the original or a certified true copy and a certified, word-for-word translation of the source document.
Translations must be done directly from the source document, not summaries or transcriptions, and must also include translations of any stamps or seals. The translator should be certified by a recognized authority—either a provincial/territorial association in Canada or an official body abroad—and must include their stamp or seal where applicable.
Translations must not be done by the applicant, a family member, or their representative, even if they are qualified translators. IRCC considers this a conflict of interest and will reject the application.
If a certified translator is not available, the translation must be accompanied by an affidavit signed by the translator, confirming its accuracy. This affidavit must be sworn in front of an authorized official, such as a notary public.
Documents that don’t meet these requirements may be rejected, leading to delays or negative impacts on the application process.
Translations must be done directly from the source document, not summaries or transcriptions, and must also include translations of any stamps or seals. The translator should be certified by a recognized authority—either a provincial/territorial association in Canada or an official body abroad—and must include their stamp or seal where applicable.
Translations must not be done by the applicant, a family member, or their representative, even if they are qualified translators. IRCC considers this a conflict of interest and will reject the application.
If a certified translator is not available, the translation must be accompanied by an affidavit signed by the translator, confirming its accuracy. This affidavit must be sworn in front of an authorized official, such as a notary public.
Documents that don’t meet these requirements may be rejected, leading to delays or negative impacts on the application process.
What is an IRCC Certified Translator?
A certified IRCC translator is a member in good standing whose certification can be verified by a seal or stamp bearing the translator's membership number from a professional translation association in Canada or abroad.
In Canada, they must be a member of a provincial or territorial organization like ATIO, STIBC, or OTTIAQ, and use an official stamp or seal to show their certification. Translators outside Canada must hold valid credentials from an approved organization in their country. Only these certified professionals can provide English or French translations that meet IRCC’s strict requirements, including translating stamps, seals, and handwritten notes that appear in another language.
If a translator is still in the process of getting certified, their translations won’t be accepted either. Only fully authorized translators are eligible to submit official translations for immigration or citizenship documents.
In Canada, they must be a member of a provincial or territorial organization like ATIO, STIBC, or OTTIAQ, and use an official stamp or seal to show their certification. Translators outside Canada must hold valid credentials from an approved organization in their country. Only these certified professionals can provide English or French translations that meet IRCC’s strict requirements, including translating stamps, seals, and handwritten notes that appear in another language.
If a translator is still in the process of getting certified, their translations won’t be accepted either. Only fully authorized translators are eligible to submit official translations for immigration or citizenship documents.
The Role of an Affidavit in IRCC Certified Translations
If your documents are translated by someone who isn’t a certified translator, IRCC still accepts them, as long as you include an affidavit.
The role of an affidavit in IRCC translations is to verify that the translated text is accurate and complete. This signed statement must come from the translator and be sworn in front of someone approved to administer oaths, such as a notary public or commissioner of oaths, who is proficient in either English or French. Without it, the translation won’t meet IRCC’s requirements and may be rejected.
In Canada, affidavits can be sworn before a notary public, commissioner of oaths, or commissioner for taking affidavits. Outside of Canada, the affidavit must be signed before an equivalent legal authority, depending on local regulations.
The translator is responsible for preparing and swearing this affidavit, confirming that the translation is a true and complete reflection of the original document. An affidavit is absolutely important in IRCC non-certified translations since it serves as legal confirmation of accuracy and guarantees that your documentation will be accepted without delay.
The role of an affidavit in IRCC translations is to verify that the translated text is accurate and complete. This signed statement must come from the translator and be sworn in front of someone approved to administer oaths, such as a notary public or commissioner of oaths, who is proficient in either English or French. Without it, the translation won’t meet IRCC’s requirements and may be rejected.
In Canada, affidavits can be sworn before a notary public, commissioner of oaths, or commissioner for taking affidavits. Outside of Canada, the affidavit must be signed before an equivalent legal authority, depending on local regulations.
The translator is responsible for preparing and swearing this affidavit, confirming that the translation is a true and complete reflection of the original document. An affidavit is absolutely important in IRCC non-certified translations since it serves as legal confirmation of accuracy and guarantees that your documentation will be accepted without delay.
Types of Documents Requiring Translation for IRCC
When applying to IRCC, several types of documents must be translated if they are not in English or French. Here's a list of the most common documents that require translation:
- Birth Certificates - You must provide a certified translation if your birth certificate is not in English or French.
- Marriage Certificates - Documents related to marriage, such as marriage certificates, must also be translated if they are in a language other than English or French.
- Educational Documents - Transcripts, diplomas, and degrees in non-English/French languages must be translated to be accepted.
- Legal Documents - Any court documents, police certificates, or legal notices in a foreign language require translation.
- Employment Records - Letters from employers or job records in a language other than English or French must be translated.
- Identification Documents - Government-issued IDs, such as national IDs, that are not in English or French must be translated.
- Adoption Records - If you're submitting adoption papers not in English or French, they must be translated.
- Medical Records - Any medical documents, such as health records or vaccination certificates, require translation if they're not in English or French.
- Financial Documents - Bank statements, tax records, and other financial documents in a non-English/French language need translation.
Key Components of Supporting Documents Valid for Certified Translation
If you're submitting supporting documents in a language that aren't in English or French, you must include an official translation of the original document or a certified copy of it, translated into either English or French.
The translation must meet the following criteria:
For instance, if you're applying in French and have an English document, you can include it as is—no translation necessary. It’s also acceptable to submit either the original foreign-language document or a certified true copy.
Be sure that if you're sending a certified copy, the translation must be based on that certified version, not the original, and the translator must stamp both the translated document and the certified copy.
The translation must meet the following criteria:
- It must be a direct translation of the original document or a certified copy of the original document.
- The translation must be done by a certified translator. If a certified translator is not available, you’ll need to submit an affidavit confirming the accuracy of the translation.
- The translation and any required affidavit must be submitted with your application. You do not need to translate documents that are already in English or French, even if the rest of your application is in the other official language.
For instance, if you're applying in French and have an English document, you can include it as is—no translation necessary. It’s also acceptable to submit either the original foreign-language document or a certified true copy.
Be sure that if you're sending a certified copy, the translation must be based on that certified version, not the original, and the translator must stamp both the translated document and the certified copy.
How to Submit Translated Documents to IRCC
Once your documents are properly translated, submitting them correctly is just as important.
Include both the original document (or certified true copy) and the certified translation in your application package. Label each document clearly and keep the translation attached to its corresponding original.
When applying online, ensure that you scan and upload the documents in a clear and legible format—ideally as a single PDF for each document. Ensure the translator’s stamp, certification details, and any affidavits are visible.
For paper applications, neatly organize the translations with the originals and avoid staples or damage.
Include both the original document (or certified true copy) and the certified translation in your application package. Label each document clearly and keep the translation attached to its corresponding original.
When applying online, ensure that you scan and upload the documents in a clear and legible format—ideally as a single PDF for each document. Ensure the translator’s stamp, certification details, and any affidavits are visible.
For paper applications, neatly organize the translations with the originals and avoid staples or damage.
Common Mistakes to Avoid in IRCC Translations
When sending translations to Immigration, Refugees and Citizenship Canada (IRCC), it’s crucial to follow their strict requirements. Avoid these common mistakes to prevent delays or rejection of your application:
1. Using Google Translate or Other Machine Translation Tools
IRCC does not accept translations generated by machine translation apps. Every document neds to be translated by a certified translator, or—if a certified translator isn’t available—a non-certified translator accompanied by a properly sworn affidavit confirming the translation’s accuracy.
2. Submitting a Translation Without Proper Certification or Affidavit
If the translation is not done by a certified translator, you must include an affidavit confirming its accuracy.
3. Sending a Summary Instead of a Complete, Word-for-Word Translation
Clearly stating that the translation is an accurate and comprehensive rendition of the source content is essential.
Missing either of these will likely result in delays or rejection of your application.
1. Using Google Translate or Other Machine Translation Tools
IRCC does not accept translations generated by machine translation apps. Every document neds to be translated by a certified translator, or—if a certified translator isn’t available—a non-certified translator accompanied by a properly sworn affidavit confirming the translation’s accuracy.
2. Submitting a Translation Without Proper Certification or Affidavit
If the translation is not done by a certified translator, you must include an affidavit confirming its accuracy.
- This affidavit must be administered by a commissioner authorized to take oaths in the translator’s country of residence.
- It should clearly state that the translation is a true and complete representation of the original document.
3. Sending a Summary Instead of a Complete, Word-for-Word Translation
Clearly stating that the translation is an accurate and comprehensive rendition of the source content is essential.
Missing either of these will likely result in delays or rejection of your application.
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