Anyone preparing an IRCC application — whether for permanent residence, sponsorship, work permits, visitor extensions, study permits, or citizenship — eventually encounters the same line:
“Submit a certified translation and a copy of the original document.”
Most applicants assume this is a standard translation request.
But in reality, IRCC has a very specific definition of what “certified” means, and this is where delays and refusals happen.
Below is a clear guide for 2026, written to help newcomers avoid the most common mistakes.
1. What IRCC means by “Certified Translation”
Canada does NOT use the same system as:
• Europe’s sworn translators
• Latin American “tradução juramentada”
• foreign notary-certified translations
• embassy certifications
IRCC accepts a translation only if it includes:
• a complete translation of every page
• translation of all stamps, seals, margins, and handwritten notes
• a signed accuracy statement
• full identification of the translator (name, credentials, contact information)
If any of these elements are missing, the translation is automatically considered non-compliant.
A crucial detail:
Foreign sworn translators are not automatically recognized by IRCC.
The translator must be certified under Canadian or U.S. standards OR the translation must be issued by an agency that meets IRCC documentation requirements.
2. Why IRCC commonly rejects translations
Across immigration forums and applicant experiences, the same refusal reasons appear again and again:
• missing translator declaration
• no identification of the translator (name, credentials, signature)
• only the front side translated; back side ignored
• incomplete translation of seals or handwritten notes
• multiple documents merged into one PDF
• misunderstanding notarization as certification
• spelling inconsistencies between original and translation
If IRCC cannot verify the translator’s identity or cannot confirm that the translation is complete, the result is always the same:
request for replacement → processing delayed by weeks or months.
3. Documents that almost always require certified translation
If your document is not originally in English or French, IRCC requires a certified translation.
The most common documents include:
• birth certificates
• marriage certificates and divorce judgments
• police certificates
• household registries or family records
• educational documents (when applying together with ECA)
• name change certificates
• civil status documents
• adoption or guardianship papers
• court statements or legal notices
Even short documents or single-page records require full certification.
4. Certified vs Notarized — and what IRCC actually cares about
Many newcomers confuse these terms:
Certified Translation
This includes:
• full translation
• translator’s signed declaration
• translator’s identity and credentials
This is what IRCC requires.
Notarized Translation
A notary certifies the translator’s identity — not the translation itself.
IRCC rarely requires notarization unless a specific officer or institution asks for it.
Sworn Translation from Abroad
Often not accepted.
Foreign legal status of a translator does not satisfy Canadian certification rules.
IRCC focuses strictly on:
• completeness
• traceability
• correctness of the certification format
Nothing else influences acceptance.
5. Processing time and what applicants can realistically expect
Most IRCC-compliant translations can be completed within 24–48 hours, as long as the scans are clear.
The entire process is online:
• no in-person appointment required
• no shipping of originals
• certified translation delivered by email in PDF format
What causes delays is not the translation itself but the need to re-do it after IRCC rejects a non-compliant format.
6. If you need translations that meet IRCC standards
We prepare translations specifically for IRCC use — including immigration, PR, sponsorship, student permits, and work permits.
Our certified translations follow the exact Canadian formatting requirements, including full translator identification and a signed accuracy statement.
More information:
https://translation.center/ca/ircc
A correct format from the beginning can save applicants several weeks of processing time — sometimes even months.
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