Many people think certified translation starts when the translator receives the document. In fact it starts one step earlier, when the document itself is prepared. A clear copy, complete details and a precise request are small things that save you time and make the translation match the original and be accepted the first time.
In this guide we walk you through what to prepare before you send your document, and how to avoid the mistakes that usually delay applications.
Why preparation matters
A certified translation carries the document exactly as it is: text, figures, names, stamps, signatures and side notes. If the copy is unclear, a page is missing, or a name is spelled differently from the passport, those problems pass into the translation, and the receiving body may ask for a correction or a new submission.
That is why good preparation is half the work. The clearer and more complete the document, the faster and more accurate the result.
Start with a clear, complete copy
Most documents now reach us as photos or PDFs, which is perfectly fine as long as the image is clear. Before sending, check that:
- The whole document is captured with no cropped edges; stamps and margins are part of the content.
- The light is good, with no shadows or glare, especially on glossy documents.
- Every page is included, including the back if it has writing or a stamp.
- Multi-page documents are in the same order as the original.
Is a phone photo enough?
In most cases yes, if the photo is straight, sharp and every detail is readable. If you have a PDF from the issuing body, that is the best option.
Match names and details
One of the most common causes of delay is a name spelled differently across documents, especially when Arabic names are written in Latin letters. We recommend sending a copy of your passport with the document so we use the same spelling.
The same goes for names of universities, bodies and cities, dates and document numbers. These details must match between the original and the translation, and across all the documents in one file.
Tip: if you have a full file for one destination, such as a visa or university application, send its documents together. That way names and terms stay consistent across the whole file.
Make your request clear
When you send your document, a few simple details help us tailor the translation to its use:
- The language you need.
- Where the translation will be submitted, such as an embassy, a university or a government body.
- When you need it.
- Any special note, such as a particular spelling of a name or term.
We then review the file, send you a quote and delivery time, and start as soon as you approve.
Document types and what each needs
Preparation varies a little with the type of document. Personal documents need names and dates to match exactly, academic documents need care with course names and grades, and business documents need figures and tables kept exactly as they are.
Personal documents
Such as birth certificates, marriage contracts, IDs and passports. Focus on clear names and numbers, and send a copy of your passport so the spelling stays consistent.
Academic documents
Such as certificates and transcripts. Send every page, including notes or grading keys if there are any, as they help carry the meaning accurately.
Business documents
Such as registrations, contracts and reports. Send the latest version, and tell us if some parts do not need translating, such as repeated annexes.
Before you press “send”
Take one minute to check these points; they save a lot of back-and-forth later:
- Are all pages there and clear?
- Are names written as in the passport?
- Did you mention the language and the receiving body?
- Did you say when you need the translation?
If the answer to all of these is yes, your document is ready.
Quick questions
Are my documents kept confidential?
Yes. We keep all documents and information strictly confidential and sign non-disclosure agreements on request.
How long does translation take?
Delivery ranges from one hour to 48 hours depending on the size and complexity of the document.
Ready to send your document? Message us on WhatsApp or send your request from the contact page, and our team will reply within minutes.
