Why Did My Certified Translation Get Rejected?

In the United States, a certified translation is often required for official documents that are to be submitted to government agencies, educational institutions, or for legal purposes. An example where certified translations are a critical part of the process is during immigration and legal processes in the United States, particularly when dealing with U.S. Citizenship and Immigration Services (USCIS).

The purpose of a certified translation is to ensure the accuracy and completeness of a document that was originally written in a foreign language. Because of this, there are usually strict requirements for certified translations, and they can often be rejected for a number of reasons. These often avoidable rejections can lead to significant delays and complications. Below are some of the most common reasons that a certified translation is rejected, with recommendations on how to help you avoid them!

Inaccurate or Incomplete Translation

 One of the most common reasons for the rejection of a certified translation is when the translation is inaccurate or incomplete. If the translation includes misspelled names, transposed dates that use a different date format (MM/DD/YYYY vs. DD/MM/YYYY), or incorrect numbers, this can be a basis for rejection of the certified translation. Furthermore, documents that require a certified translation usually involve the use of industry-specific jargon, legal, or technical terms. A translator without specialized knowledge in those fields can misinterpret and mistranslate those terms and trigger a rejection of your translation. A certified translation should also be a faithful, word-for-word translation of the original document, and should not include any added interpretations, explanations, or comments. Lastly, the omission of any part of the original document, such as stamps, seals, signatures, or handwritten notes, is a very common reason for refusal of a certified translation.

To avoid rejections based on inaccurate or incomplete translations, you should use a professional translation service that has experience with the type of document you need translated. For example, if you are procuring a certified translation to be submitted to USCIS, you should look for one with a proven track record in the handling and translating of immigration and legal documents in order to ensure accuracy of the translation. Additionally, make sure that the translator understands that they are only to translate the text as it appears in the original document, and if there are any illegible text or missing elements in the original document, it should be marked professionally, such as with markers like “[illegible text]” or “[missing signature”]. Finally, you should carefully review all names, dates, and numbers in the translated document to ensure that the translation matches the original document exactly.

Formatting and Quality Issues

The translated document should mirror the format of the original document as closely as possible. This includes any placements of headings, tables, and paragraphs that were included in the original document. Official seals and stamps included in the original document should also be noted in the translation, and can be professionally marked with markers like “[Official Seal]” or “[Offical Stamp]”.

The certified translation should also include a copy of the original document, and if the original document is a low-resolution scan, has illegible handwriting, or is damaged, the translator or the accepting party may not be able to accurately read the content. Before sending the document to the translator, make sure that it is a clear, high-resolution copy. If the original is handwritten, you may want to consider providing a typed-out version of the written text alongside the original document, or you may even want to review and read the written text out loud with the translator to ensure that the written text is understood.

Unqualified Translator

Although there is no requirement that a certified translation in the United States is to be done by a licensed translator or a translator certified by a specific organization such as the American Translators Association, it is generally understood that the translation must be conducted by someone who is “competent” in both languages involved in the translation. A “competent” translator is usually one that has a legitimate academic background in the languages involved, has been trained in the field of translation, and uses but does not fully rely on common industry tools, such as translating software. A rejection is often common where it is clear that the translator lacked the necessary skills or experience needed to effectively translate the original document.

When selecting a translator, consider hiring a professional with a background in certified or official translations. Avoid asking friends or family members who simply claim to be fluent in the language and have no professional translation experience, as this can increase the risk of errors in the translation. You should also not attempt to tackle a translation yourself unless you have professional translation experience, as free online translation tools are not enough to effectively translate a document in accordance with the requirements that are usually set for the translation.

Lack of a Proper Certification Statement

A certified translation must be accompanied by a signed statement from the translator. This signed statement is one of the most vital components of the certified translation. This signed statement must include:

•  A declaration that the translator is competent in both the source and target languages;

• A statement that the translation is complete and accurate;

• The translator's full name, signature, and contact information; and

• The date of certification.

When receiving a certified translation, ensure that the statement is included or attached to the translated document. Additionally, verify that all of the required information, such as the translator’s name, signature, and contact details, is present and in a legible format.

Hermes Mobile Notary & Translations offers certified translations in English & Spanish conducted by an experienced translator that uses industry-standard translation tools to ensure your translation is done right. We also offer a free “do-over” guarantee for certified translations in the event that a certified translation is rejected.

Check out “Our Services” page for pricing information and contact us for a free estimate on your translation now!