Certified vs Sworn vs Notarised vs Legalised Translation: What's the Difference?

If an authority has asked for an "official translation", the next question is always: which kind? In the UK, four terms cause most of the confusion — certified, sworn, notarised and legalised. They are not interchangeable, and submitting the wrong level can cause delays or rejection. This guide explains each one plainly, so you can confirm exactly what you need before you order.

The golden rule first: always check with the body requesting the document — the embassy, court, university or government department — which level of certification they require. The same document can need different treatment depending on where and how it will be used.

The four types at a glance

• Certified translation — a translation accompanied by a signed statement of accuracy from the translator or agency. This is the UK standard, accepted by the Home Office, UKVI, courts and universities.
• Notarised translation — a certified translation that is then taken to a Notary Public, who verifies the translator's identity and signature and adds their own stamp. More formal than certification.
• Legalised translation — a certified or notarised translation that carries an apostille issued by the Foreign, Commonwealth and Development Office (FCDO), making it valid in countries party to the Hague Convention.
• Sworn translation — a translation produced by a translator officially appointed by a court or government in countries that operate such a system, such as France, Spain, Italy and Germany.

Certified translation

A certified translation is the most common requirement in the UK. It includes a statement confirming the translation is true and accurate, the date, and the translator's or company's name, signature and contact details. Because the UK has no register of sworn translators, certification by a qualified translator or reputable agency is what gives the document its official standing. It is accepted by the Home Office, UKVI, HM Passport Office, UK ENIC, the courts, universities and most professional bodies.

Notarised translation

Notarisation adds a layer of formal verification. The translation is first certified, then presented to a Notary Public who confirms the identity of the person signing and applies their seal. Note that the notary verifies the signatory, not the linguistic accuracy of the translation. Notarised translations are sometimes required by UK courts, foreign embassies, or authorities in countries such as Portugal, Turkey, Lithuania and Canada.

Legalised translation (apostille)

Legalisation is needed when a document must be used abroad. An apostille is a certificate, issued in the UK by the FCDO, that confirms the authenticity of a signature, stamp or seal on a document. It is recognised by all countries that are members of the 1961 Hague Convention, removing the need for further authentication. A translation is usually certified or notarised first, then legalised.

Sworn translation

In many civil-law countries, only a "sworn" translator — one formally authorised by a court or government — can produce an officially recognised translation. The UK has no equivalent system. When a UK client needs a sworn translation for use in, say, Spain or France, a UK agency arranges it through translators recognised in the destination country, or provides certification and legalisation that the foreign authority will accept.

Which one do you need? A quick guide

• Submitting to UKVI, the Home Office, a UK university or court: a certified translation is normally sufficient.
• Asked specifically for notarisation, or submitting to certain embassies: you need a notarised translation.
• Using a document abroad in a Hague Convention country: you likely need legalisation with an apostille.
• Submitting to authorities in France, Spain, Italy, Germany and similar: a sworn translation may be required.

Frequently asked questions

Is a certified translation the same as a sworn translation in the UK?

In practice, a UK certified translation serves the purpose that a sworn translation serves elsewhere, because the UK has no sworn-translator system. For use abroad, however, the destination country may still require a genuinely sworn or legalised version.

Can one document need more than one level?

Yes. A document used overseas might be certified, then notarised, then legalised with an apostille. We can arrange all three steps together.

How do I find out which level I need?

Ask the organisation requesting the document. If you are unsure, send us the details and we will help you work out the correct level before you commit.

Not sure which type you need? Espresso Translations can advise and arrange certified, notarised, legalised and sworn translations. Visit us at 71–75 Shelton Street, London, WC2H 9JQ, call +44 203 488 1841, or send your document for guidance and a quote.