USCIS Translation Requirements: Format & Certification Guidelines

Introduction.

When submitting foreign-language documents to U.S. Citizenship and Immigration Services (USCIS), they must be accompanied by a certified English translation. Failure to meet USCIS translation requirements can lead to delays or even rejection of your application. This guide covers the official USCIS translation format, certification rules, and tips for compliance.

USCIS Translation Requirements: Key Rules

USCIS follows strict guidelines for translations. According to the USCIS Policy Manual (Volume 1, Part B, Chapter 3), the following rules apply:

1. Full & Accurate Translation

   • Every part of the document must be translated, including:

     • Text

     • Stamps

     • Seals

     • Signatures

     • Handwritten notes

2. Certification Statement Required

   • The translator must include a signed statement certifying that:

     • They are competent in both languages.

     • The translation is complete and accurate.

3. No Notarization Required (Unless Specified)

   • Unlike some other agencies, USCIS does not typically require notarized translations.

   • However, some consulates or courts may ask for notarization—always check specific requirements.

4. Format Must Match the Original

   • The translation should follow the same structure (paragraphs, tables, etc.) as the source document.

USCIS Translation Certification Statement

The certification must include:

✅ Translator’s Name & Contact Information
✅ Statement of Competency (e.g., “I am fluent in English and [Source Language]”)
✅ Declaration of Accuracy (e.g., “This is a true and accurate translation of the original document.”)
✅ Signature & Date

Sample USCIS Certification Statement:

“I, [Translator’s Full Name], certify that I am fluent in English and [Source Language] and that the attached document is a true, complete, and accurate translation of the original [Document Name].

[Signature]
[Date]
[Contact Information]”

Common USCIS Translation Mistakes That Cause Rejection

❌ Missing Certification Statement – USCIS will reject translations without a signed declaration.
❌ Partial or Incomplete Translations – Omitting seals, stamps, or marginal notes can lead to rejection.
❌ Incorrect Formatting – If the translation doesn’t match the original layout, USCIS may question its accuracy.
❌ Using Non-Professional Translators – Friends/family translations are risky unless they include a proper certification.

Who Can Provide a USCIS-Certified Translation?

USCIS does not require translators to be government-approved, but they must be competent. Acceptable translators include:
✔ Professional Translation Services (recommended for legal accuracy)
✔ Bilingual Individuals (if they certify their competency)
✔ ATA-Certified Translators (for additional credibility)

Note: Some applicants mistakenly believe translations must be notarized—USCIS does not require this unless explicitly stated.

How to Choose a Professional Translation Service for USCIS ?

USCIS Translation Format Guidelines

1. File Format

   • USCIS prefers typed translations (handwritten may be accepted but is less professional).

   • If submitting online, use PDF format.

2. Layout & Structure

   • Maintain the same order as the original document.

   • Include headers, footers, and page numbers if present.

3. Including the Original Document

   • Submit the original (or certified copy) + translation together.

   • Do not staple documents—use paperclips or separate sheets.

Documents That Often Require USCIS-Certified Translations

• Birth Certificates

• Marriage/Divorce Certificates

• Police Clearance Records

• Academic Transcripts & Diplomas

• Bank Statements & Financial Records

• Affidavits & Legal Declarations

Tips for a Smooth USCIS Translation Process

✔ Use a Professional Service – Ensures accuracy and compliance.
✔ Double-Check Names & Dates – Even small errors can trigger delays.
✔ Keep Copies – For your records and potential future submissions.
✔ Verify USCIS Updates – Rules can change; check the official USCIS website before filing.

Final Thoughts

USCIS-certified translations must be complete, accurate, and properly certified—but they don’t need notarization unless specified. By following these guidelines, you can avoid delays and ensure your immigration or visa application proceeds smoothly.

Need a USCIS-approved translation? Always work with Applied lingo to meet all requirements correctly.