What Are IRCC's Requirements for Document Translations in Canada?
03 Nov 2025
When applying for immigration, permanent residency, or a visa through Immigration, Refugees and Citizenship Canada (IRCC), accuracy and compliance are critical especially for translated documents. Any mistakes or unofficial translations can lead to delays, rejection, or even denial of your application.
At Document Translation Services (DTS), we've been helping individuals navigate IRCC's requirements for over a decade. This guide explains IRCC's certified translation requirements, the proper process for document translation services, and how to ensure your papers are accepted the first time.
Understanding IRCC Translation Requirements
IRCC requires that all documents not written in English or French must be accompanied by:
- A certified translation into English or French, and
- A copy of the original document, and
- An affidavit (if applicable)
This ensures that your foreign-language documents are correctly translated by professionals who meet IRCC's legal and linguistic standards.
Whether you're submitting birth certificates, marriage licenses, police clearances, diplomas, or employment letters, proper translation is essential. Birth and marriage certificates are among the most commonly requested documents for immigration, and we translate thousands of them every year.
What Counts as a "Certified Translation" for IRCC?
According to IRCC, a certified translator is a member in good standing with a professional translation association in Canada or abroad. Their certification can be confirmed by a seal or stamp that includes their membership number.
If the translation is being done in Canada
Applicants should use the services of a certified translator who is in good standing with their provincial or territorial organization and certified to translate documents. In Canada, the title "Certified Translator" is a protected designation, reserved for professionals who meet the certification requirements of their provincial translation association, such as:
- ATIO (Association of Translators and Interpreters of Ontario)
- ATIA (Association of Translators and Interpreters of Alberta)
- ATIS (Association of Translators and Interpreters of Saskatchewan)
- ATIM (Association of Translators and Interpreters of Manitoba)
- OTTIAQ (Ordre des traducteurs, terminologues et interprètes agréés du Québec)
These associations are part of a national network represented by CTTIC, which promotes excellence and professionalism across the country. Certified members must follow a strict Code of Ethics that ensures accountability, quality, and integrity in every translation.
If the translation is being done outside of Canada
Applicants should use the services of a translator who is accredited officially recognized or authorized in the country where the translation is being completed. The translator must attach their signature, seal, and certification statement confirming the translation's accuracy.
For all applicants (in or outside of Canada)
Translations must not be done by:
- The applicants themselves
- Members of the applicant's family
- The applicant's representatives or consultants
Important Note: A translator who has not yet received certification or accreditation but is in the process of obtaining it is not considered a certified translator for IRCC's purposes.
At DTS, our certified translation services are recognized and accepted by IRCC and government agencies across Canada. We guarantee our work meets IRCC's official requirements.
When an Affidavit Is Needed
If you use a non-certified translator for example, when a certified one is not available in your country you must include an affidavit. This affidavit is a sworn declaration made before a commissioner, notary public, or commissioner of oaths confirming that the translation is accurate.
However, IRCC prefers certified translations from members of official associations. Using uncertified translations, even with affidavits, may increase your risk of rejection.
Which Documents Require Certified Translation for IRCC?
IRCC often requests certified translations for the following documents:
- Birth certificates
- Marriage and divorce certificates
- Police clearance certificates
- Diplomas, transcripts, and academic records
- Employment letters and experience certificates
- Bank statements and proof of income
- Medical or vaccination records
- Identity documents such as passports or driver's licenses
- Legal judgments or affidavits
We handle over 100 different types of official documents, including academic transcripts, diplomas, bank statements, and police clearance certificates. If you're unsure whether a document needs to be translated, it's safer to assume it does. IRCC requires every supporting document to be in English or French, including attachments or stamps.
How to Translate Documents for IRCC (Step-by-Step)
Here's how to ensure your translations meet IRCC's certified requirements:
Step 1: Identify Which Documents Need Translation
Review your IRCC checklist and translate only non-English or non-French documents. Make copies of the originals to accompany your translations.
Step 2: Choose a Certified Translation Company
Work with a certified translation company or document translation service that specializes in immigration documentation. At DTS, we ensure your papers meet IRCC standards and are guaranteed to be accepted.
Step 3: Request a Certified Translator's Seal
Your translation should include:
- The translator's seal or stamp
- Their certification statement
- Their signature and membership number
This information must be on the same document or attached as a declaration. Our certified translations include the translator's signature, stamp, contact details, and certification number on official letterhead.
Step 4: Include an Affidavit (If Required)
If no certified translator is available, attach an affidavit signed by the translator and sworn before an authorized official.
Step 5: Submit Both Versions
Always include both the translated document and a clear copy of the original in your submission. To get started with us, simply upload your document on our website or email it to us there's no need to send the original by mail.
Avoiding Common Translation Mistakes
When preparing your documents, avoid these common IRCC translation errors:
Submitting machine or online translations
Tools like Google Translate are never accepted for official purposes.
Missing translator's certification or seal
Every translation must include proper certification details.
Omitting pages, stamps, or notary notes from originals
Every detail must be translated, including stamps, seals, and handwritten notes.
Failing to include copies of the original documents
IRCC requires both the translation and the original copy.
Using a relative or friend as the translator
IRCC does not accept translations by family members or personal acquaintances.
Remember: Always use official translation services for immigration purposes. Submitting an application to IRCC can be stressful but translation shouldn't be. Let us take care of the translation so you can focus on everything else that matters in your application.
Why Hire a Certified Translation Agency?
Working with a certified translation agency in Canada ensures compliance, accuracy, and timely delivery. Professional agencies understand IRCC's document translation requirements and can assist with formatting, affidavits, and notarization if needed.
A reliable certified translation company provides:
Fast turnaround for urgent immigration submissions
Most translations are delivered within 24-72 hours depending on document complexity.
Translations accepted by multiple authorities
Our certified translation services are guaranteed to be accepted by IRCC, USCIS, universities, courts, and other government agencies.
Multilingual support
We offer translation services in over 110 languages, including Arabic, Dutch, French, German, Greek, Italian, Japanese, Korean, Polish, Portuguese, Romanian, Spanish, Thai, Turkish, Indonesian, and many more.
Confidential handling of personal information
We follow strict data protection policies to keep your documents secure.
Professional expertise
Work with our certified translators to receive accurate, professional translations recognized and accepted by universities, courts, banks, and all levels of government, including IRCC.
With over 98,000 translated documents and clients in 74 countries, we have the experience and expertise to handle your immigration translation needs.
Translations for Other Canadian Authorities
In addition to IRCC, you may need certified translations for:
- Provincial immigration programs (PNPs)
- Educational Credential Assessments (ECA) through WES or ICAS
- Canadian universities or colleges
- Courts and notaries
- Employers and professional license applications
Using certified document translators ensures that the same translation is accepted across all institutions without needing multiple versions. Our translations are widely recognized and accepted by government agencies, educational institutions, and legal entities across Canada.
Official Translation Services
An official translation is a professionally translated document that has been certified as a true and accurate representation of the original. There are four main types of official translations, and the type required depends on the country or the specific requirements of the recipient:
- Certified Translation: Includes a signed certificate verifying accuracy
- Notarized Translation: Certified translation plus notarization of the translator's signature
- Legalized Translation: Additional authentication for international use
- Sworn Translation: Completed by a translator authorized by a government
At DTS, we offer all four types depending on your specific requirements.
Quick Checklist for IRCC Translation Compliance
Before submitting your documents to IRCC, confirm that:
- The translator is certified in Canada or their country
- The translation includes a seal, signature, and certification statement
- A copy of the original document is attached
- An affidavit is included (if translator isn't certified)
- The translation covers every part of the original, including notes and stamps
Sample Translations
To see the quality and precision you can expect from our document translation services, visit our website to view sample translations of various document types, including:
- Birth certificates
- Marriage certificates
- Diplomas and degree certificates
- Police certificates
- Divorce decrees
- Death certificates
- Legal documents
- Academic transcripts
We Make Translation Easy
No fuss, no stress, just a smooth and hassle-free experience from start to finish. Our certified translation services are guaranteed to be accepted for official use in Canada, including by IRCC.
Final Thoughts
Following IRCC's certified translation requirements is crucial for a smooth immigration process. Whether you're applying for permanent residency, citizenship, or a student visa, always ensure your translations are:
- Certified by an accredited professional
- Accompanied by the original copies
- Complete and accurate
A trusted certified translation company can save you time, prevent costly rejections, and make your Canadian immigration journey stress-free. Get in touch with our team today. Let us take care of the translation so you can focus on everything else that matters in your application.
Frequently Asked Questions (FAQs)
1. Can I translate my documents myself for IRCC?
No. IRCC does not accept self-translated documents, even if you are fluent in both languages. You must use certified translation services or a certified document translator.
2. Does IRCC accept translations from outside Canada?
Yes, but only if the translator is officially certified in their country. You may need to include proof of certification or an affidavit.
3. What is the difference between certified and notarized translation?
A certified translation is signed and sealed by a professional translator. A notarized translation includes a notary's seal confirming the translator's identity. IRCC accepts certified translations; notarization is optional unless specifically required.
4. What happens if my translations don't meet IRCC standards?
Your application may be returned or refused. Always verify that your translation includes all required certification details.
5. Where can I find certified translation services in Canada?
Choose an agency familiar with IRCC translation requirements and immigration documentation. At DTS, we specialize in IRCC applications and guarantee our translations will be accepted.
6. How long does it take to get a certified translation?
Most certified translation companies deliver translations within 24-72 hours, depending on length and complexity.
7. Are scanned copies accepted?
Yes, IRCC accepts scanned copies of certified translations in most cases. Always confirm before submission.