Certified Translations for Canadian Immigration

Unless Immigration, Refugees and Citizenship Canada (IRCC) specifically tells you otherwise, every supporting document you submit in a language other than English or French must be accompanied by an English or French translation (ircc.canada.ca/english/helpcentre/answer.asp?qnum=018&top=4).

Welcome to the complete guide on getting certified translations for Canadian immigration. At KGraph Immigration, we have helped more than 10,000 clients successfully navigate the Canadian system, maintaining a 98% success rate and a 4.9 Google rating. One of the most common reasons for processing delays is submitting an incomplete translation package.

Canada does not use a single universal translation rule for every application. The rules for Express Entry differ from the rules for family sponsorship, and both differ from study permit requirements. This page breaks down exactly what you need to submit, who can translate your documents, and how to avoid the most common mistakes.

What documents must be translated?

This rule applies to any foreign language document you submit as evidence. It is not limited to civil status documents. Depending on your application, this may include:

• Birth, marriage, divorce, adoption and name change documents
• Police certificates and court records
• Education records and transcripts
• Employment evidence
• Financial records and bank documents
• Identity and civil status documents
• Relationship evidence
• Letters, emails, text messages and social media conversations

The individual document is only required when it appears on your application checklist or when you submit it voluntarily as supporting evidence.

For spousal sponsorship, IRCC explicitly says that foreign language letters, printed text messages, emails and social media conversations used as proof of communication must also be translated (canada.ca/en/immigration-refugees-citizenship/services/application/application-forms-guides/guide-5289-sponsor-your-spouse-common-law-partner-conjugal-partner-dependent-child-complete-guide.html). The guide permits a maximum of 10 pages of proof of communication documents.

IRCC also specifically confirms that a police certificate not issued in English or French must be translated and that translations by family members are not accepted (ircc.canada.ca/english/helpcentre/answer.asp?qnum=039&top=4).

Bilingual documents and untranslated stamps

A document does not need another translation merely because it originated in another country if the complete document is already in English or French. However, current IRCC instructions say the translation must cover all text appearing on the document, including letterhead, fine print, stamps and seals. Express Entry also says that stamps and seals not in English or French must be translated (canada.ca/en/immigration-refugees-citizenship/services/immigrate-canada/express-entry/apply-permanent-residence.html).

A document that is mostly in English or French but contains an untranslated foreign language stamp, handwritten notation, seal, certification or fine print should therefore be treated as containing foreign language content.

What exactly should be submitted?

The safest central message is to submit the complete original language document with a complete English or French translation. Use a translator accepted by your exact IRCC program. Include the translator's stamp and membership number if certified, or a sworn affidavit if required. Include a certified photocopy whenever the program instructions require one or when the translator worked from that certified copy.

Depending on the application program and the person who prepared the translation, your submission package may need:

1. The document in its original language, or a certified photocopy of it.
2. A complete English or French translation.
3. The certified translator's seal or stamp and membership number.
4. An affidavit from the translator if the translator is not recognized as certified under the applicable IRCC instructions.
5. A certified photocopy of the original document where the program guide requires one or where the translator worked from a certified photocopy.

IRCC's general Help Centre says to provide the translation, an affidavit and a certified photocopy (ircc.canada.ca/english/helpcentre/answer.asp?qnum=018&top=4). The IRCC glossary and several current program guides say that an affidavit is required only when the translator is not certified (canada.ca/en/services/immigration-citizenship/helpcentre/glossary.html). Express Entry also has more specific rules about when an original scan versus a certified photocopy is required. You should always follow the instructions for your exact application program and personalized document checklist rather than relying on one universal translation package.

Route A: Translation by a recognized certified translator

The safest package contains:

1. A clear scan or copy of the complete original language document.
2. The complete English or French translation.
3. The translator's seal or stamp showing the membership number.
4. The translation date.
5. A certified photocopy if required by the program guide, checklist or because the translation was prepared from a certified photocopy.
6. Any translation of the translator's foreign language stamp or seal.

Under Express Entry, the translator should photocopy and stamp the original document if that is the document on which the translation was based. You must upload a scan of the original or the certified photocopy that the translator worked from. A certified photocopy is only required under the Express Entry wording if the translator worked from a certified photocopy. Express Entry also permits you to include a short scanned letter explaining that no affidavit is included because a certified translator was used (canada.ca/en/immigration-refugees-citizenship/services/immigrate-canada/express-entry/apply-permanent-residence.html).

Route B: Translation by an uncertified translator

The package should contain:

1. The original language document or the certified photocopy from which the translation was prepared.
2. The complete English or French translation.
3. The translator's affidavit confirming language proficiency and accuracy.
4. The notary or commissioner's execution of the affidavit.
5. A certified photocopy where required by the program instructions.

For Express Entry, both the source document and the translation must be referred to in the affidavit.

What is a certified translator for IRCC purposes?

IRCC's glossary and Express Entry instructions define a certified translator as a member in good standing of a professional translation association in Canada or abroad. Certification must be confirmed by a seal or stamp showing the translator's membership number (canada.ca/en/services/immigration-citizenship/helpcentre/glossary.html).

A person who is still applying for certification or accreditation is not considered a certified translator for IRCC purposes.

Important program specific differences

Several program guides use a narrower definition. They describe a certified translator as a member in good standing of a Canadian provincial or territorial organization of translators and interpreters. Under these guides, a translation completed by anyone other than a Canadian certified translator requires an affidavit.

Where your checklist or document request gives different instructions, you must follow the checklist or request letter.

Who may prepare the translation?

1Canadian certified translator

A Canadian certified translator is normally a member in good standing of a provincial or territorial professional organization. The translated document should carry the translator's seal or stamp and a verifiable membership number.

Current IRCC instructions also say the translation should:

• Follow the same order as the original document
• Include every piece of text
• Include the letterhead, fine print, stamps and seals
• Include the date the translation was completed

2Certified translator outside Canada

Express Entry and the IRCC glossary recognize members in good standing of professional translation associations abroad, provided certification is shown by a seal or stamp containing a membership number.

For other programs, the foreign translator may need to provide a sworn affidavit even if the translator is professionally certified in that country because the program guide only exempts Canadian certified translators.

3Uncertified translator

Several IRCC guides allow a person who is fluent in both the original language and English or French to complete the translation. When the translator is not a Canadian certified translator, the translator must provide an affidavit swearing to their language proficiency and the accuracy of the translation.

Express Entry says the affidavit route should be used only when a translation cannot be completed by a certified translator.

4Translation agency versus individual translator

IRCC's requirements attach certification to the individual translator's membership, seal or stamp and membership number. Using a business that calls itself a certified translation agency is not enough unless the translation is completed or certified by an individual who satisfies IRCC's requirements.

Who cannot translate the documents?

IRCC does not permit you to translate your own documents.

IRCC also prohibits translations by your parent, guardian, sibling, spouse, common law partner, conjugal partner, grandparent, child, aunt or uncle, niece or nephew, and first cousin.

For Express Entry, a family member, immigration representative or consultant cannot translate your documents even if that person is also a lawyer, notary or translator.

A translation produced only through Google Translate or another automated translation tool would not independently satisfy these requirements because there would be no eligible translator providing the required certification or sworn affidavit.

What is the translation affidavit?

An affidavit for a translation is a sworn document stating that the translation is a true and accurate representation of the contents of the original document. The translator swears to the accuracy of the translation before a person authorized to administer oaths (ircc.canada.ca/english/helpcentre/answer.asp?qnum=040&top=4).

What the affidavit must establish

Current IRCC instructions indicate that the affidavit should confirm the translator's proficiency in the original language and English or French, that the translation is true and accurate, and the connection between the translation and the source document.

For Express Entry, both the translated document and the original document from which the translation was prepared must be referred to in the affidavit.

Who may take the affidavit?

In Canada, the translator may swear the affidavit before a notary public, a commissioner of oaths, or a commissioner of taking affidavits. Outside Canada, the affidavit may be taken by a notary public or equivalent person authorized under local law.

For Express Entry, IRCC says the commissioner or notary administering the oath must be proficient in English or French. The affidavit cannot be taken by you or by your listed family members, even when that person is a lawyer, notary or authorized translator.

There is no dedicated IRCC translation affidavit form or IMM form number in the current official instructions. The affidavit is prepared by the translator or legal professional and sworn before the authorized person.

IRCC does not publish a general expiry period for a translation affidavit or certified translation. However, the underlying document may expire or be subject to a recency rule. A new translation may also be necessary if a document is reissued, corrected, amended or contains information not included in the existing translation.

What is a certified photocopy?

A certified photocopy is a readable photocopy that an authorized person has compared with the original and certified as a true copy (canada.ca/en/services/immigration-citizenship/helpcentre/glossary.html).

The authorized person must place the following information on the copy:

• Their name and signature
• Their position or title
• The name of the original document
• The certification date
• The phrase: "I certify that this is a true copy of the original document"

In Canada, a notary public, a commissioner of oaths, or a commissioner of taking affidavits may certify a photocopy. Authority varies by province and territory. Outside Canada, the authorized person depends on local law. A notary public may be authorized, but IRCC tells applicants to check with the relevant local authority. You and your listed family members cannot certify the copy.

A certified translation verifies the accuracy of the English or French translation. A certified photocopy verifies that a photocopy matches the original document. An affidavit is the translator's sworn statement of proficiency and accuracy when required. One does not automatically replace the others.

How to find and verify a certified translator

The Canadian Translators, Terminologists and Interpreters Council (CTTIC) represents provincial translation associations. CTTIC states that certification is administered at the provincial and territorial level and lists its seven member societies, covering British Columbia, Alberta, Saskatchewan, Manitoba, Ontario, New Brunswick and Nova Scotia (cttic.org/member-societies/).

In Ontario, ATIO provides a public Certified Translator Directory searchable by source language, target language and location (atio.on.ca/directory/translator/).

In Quebec, OTTIAQ provides a public directory searchable by profession, source language, target language and specialization (ottiaq.org/en/directory).

What to verify before paying

Ask for and independently verify:

• The translator's full name
• The professional association
• Current membership status
• Membership number
• Certified language direction, such as Arabic to English
• Whether the final translation will carry the seal or stamp and membership number
• Whether the service includes an affidavit or certified photocopy if required
• Whether every page, stamp, seal, handwritten note and reverse side will be translated

Fees and costs

IRCC does not publish a separate government fee for obtaining or submitting a certified translation. The translation service is arranged and paid for privately by you.

There is no national government set translation price. Translators or agencies provide private quotes. Your quote may contain separate charges for translation, certification or translator's seal, additional pages, rush service, affidavit preparation, notary or commissioner service, certified photocopies, and courier delivery or printed originals. These vary by translator, language, location, document length and local notarial fee rules. You should request a current quote from the translator or agency.

Step by step process for applicants

1. Check the exact application guide. Identify the program, application portal and document checklist. Check country specific instructions where applicable.
2. Identify every piece of foreign language content. Check the front and back of each document, stamps and seals, letterhead, fine print, handwritten notes, attachments, court or registry certifications, and foreign language text in an otherwise English or French document.
3. Choose the appropriate translation route. Use either a certified translator accepted under the exact program instructions, or an eligible fluent translator who will provide a properly sworn affidavit.
4. Give the translator the complete document. Provide a clear original, clear scan or certified photocopy according to the program requirements and the translator's professional procedures. Do not crop stamps, borders, signatures or reverse sides.
5. Check the completed translation. Confirm that it is in English or French, follows the original order, includes all content, shows the translation date, has the required stamp or seal, shows the membership number, includes an affidavit where required, and correctly identifies the source document.
6. Obtain a certified photocopy where required. Have the original compared with the copy by an authorized person. Make sure all required certification wording and identifying details appear on the copy.
7. Assemble the upload package. A practical order is the original language document, certified photocopy if separate and required, English or French translation, translator certification page, affidavit and notarial or commissioner execution if required, and a short letter of explanation if needed.
8. Check file format and size. Accepted formats depend on the IRCC account. File size limits vary by application system. IRCC permits only one uploaded file per document field. When several pages or documents belong in one field, they must be combined into one file.

Common mistakes

• Submitting only the translation. IRCC generally requires the document in its original language or the certified photocopy from which the translation was prepared in addition to the translation.
• Missing the translator's membership number. For a certified translator, IRCC expects a seal or stamp showing the professional association membership number.
• Using a certification candidate. A translator who is still in the process of obtaining certification is not a certified translator for IRCC purposes.
• Leaving stamps or fine print untranslated. Current IRCC instructions require all text, including letterhead, fine print, stamps and seals.
• Using a family member. You and your listed family members cannot prepare the translation. For Express Entry, a representative or consultant cannot translate it either.
• Assuming notarization and certification are the same. A notary may certify a photocopy or witness an affidavit. This does not automatically make an uncertified person a certified translator.
• Assuming every foreign certified translator is affidavit exempt. Express Entry recognizes professional associations in Canada or abroad. Several other program guides only exempt Canadian certified translators. You must use the wording in the exact program guide.
• Uploading the translation separately from the source document. IRCC permits only one file in each upload field. The source document, translation and affidavit should normally be combined in the logical document slot.
• Cropping the document. A cropped scan can omit stamps, reverse side entries, certification wording or handwritten notes that must be translated.
• Translating only a summary. IRCC's current detailed instructions require all text in the same order as the original. A summary or partial translation does not meet that standard unless IRCC specifically requested an extract.

Questions people actually ask

Prepared by KGraph Immigration. Last updated July 2026. General information, not legal advice.