Translation and Interpreting FAQ: 40 Common Questions Answered

The questions people ask most about translation and interpreting in Canada have short answers: official bodies such as IRCC want a translation certified by a member of a provincial association like ATIO, apostilles come only from Global Affairs Canada or a provincial authority, and live settings need a trained interpreter. This translation and interpreting FAQ answers 40 of them.

Key takeaways

• A certified translation in Canada is a complete translation signed and stamped by a translator certified by a provincial association, such as ATIO in Ontario, with a membership number the receiving office can verify.
• IRCC accepts translations by certified translators, or by other translators who swear an affidavit before a notary public or commissioner of oaths, and never accepts translations by the applicant or a family member.
• ATIO stands for the Association of Translators and Interpreters of Ontario, and only its certified members may use the title Certified Translator in Ontario.
• A notary public confirms the translator’s identity and signature, not the accuracy of the translation, so a certified translation is enough for IRCC and notarizing it adds nothing.
• The Hague Apostille Convention has applied in Canada since January 11, 2024, and apostilles come only from Global Affairs Canada or the provincial authorities in Ontario, Quebec, Alberta, British Columbia and Saskatchewan.
• Standard certified translation at Professional Interpreting Canada takes 24 to 48 hours, and cost depends on the language pair, length, complexity, turnaround and certification type.

These answers come from the certified translators and coordination team at Professional Interpreting Canada, which has offices in Toronto, Hamilton and Brampton/Mississauga. We provide ATIO-certified translation and professional interpreting in more than 500 languages, and our certified translations are accepted by IRCC, courts, WES, hospitals and universities across Canada. Where a rule belongs to IRCC, a court or another authority, we say so and tell you to confirm with the body that will receive your document.

Certified translation questions: the basics

A certified translation is the format Canadian institutions trust for foreign-language documents, because a qualified translator puts their name, stamp and membership number behind every line. Most people first need one for an immigration file, a credential assessment, a professional licence or a court matter.

What is a certified translation in Canada?

A certified translation is a complete translation of your document that a certified translator signs and stamps, declaring it accurate and faithful to the original. In Canada, certified means the translator holds certification from a provincial association, such as ATIO in Ontario, so the stamp carries a membership number any receiving office can verify. IRCC, courts, WES and universities rely on it because their staff cannot read every source language. See how our certified document translation service works.

What does a certified translation include?

You should receive the full translation, covering every stamp, seal and handwritten note, plus a signed certification statement declaring it accurate and complete. It shows the translator’s name, signature, date and provincial association membership number or stamp, with a copy of the source document attached when the receiving body requires one. Before our translators sign, a second linguist reviews every certified translation. Here is what a complete certified translation package looks like.

Do I need to be certified to translate documents?

Not to translate, only to certify. Translation itself is not a licensed activity in Canada, so anyone may translate a letter, website or manual. Certification is different: in Ontario, Certified Translator is a protected title that only ATIO-certified members may use, earned by examination or by an on-dossier review of experience. For IRCC, a translator who is not certified must swear an affidavit instead. Learn what Certified Translator means in Ontario.

Is Google Translate accepted for official documents?

No. Output from Google Translate or any AI tool cannot carry a translator’s signed certification or sworn affidavit, and that statement is what IRCC, Ontario courts and licensing bodies check for. Machine tools also mistranslate names, dates, seals and legal terms, errors that can stall a file. Use them for a rough idea of what a document says, then order a certified translation for anything you submit. Compare human, machine and CAT-assisted translation.

IRCC translation questions for immigration files

IRCC requires an English or French translation of every document that is not already in one of those languages, and the department’s own translation guidance sets out who may translate it and what must be attached. An uncertified translator without an affidavit, or a translation by a relative, can delay an otherwise complete application.

What are IRCC’s translation requirements?

For any document not in English or French, IRCC wants a complete English or French translation, a copy of the original, and proof of who translated it. That proof is either the stamp and membership number of a certified translator in good standing with a Canadian provincial or territorial association, or an affidavit the translator swears before a notary public or commissioner of oaths. Every stamp, seal and note must be translated. Read our IRCC translation requirements guide.

Can I translate my own documents for IRCC?

No. IRCC does not accept translations done by the applicant, and the same ban covers family members: a parent, guardian, sibling, spouse, common-law or conjugal partner, grandparent, child, aunt, uncle, niece, nephew or first cousin. It applies even when that relative is a certified translator. Your translation must come from an independent translator with no family tie to you. Here is how to get documents translated for IRCC step by step.

Is there an IRCC certified translator list?

No. IRCC does not certify translators or publish its own approved list. It accepts translators who are members in good standing of a Canadian provincial or territorial association, so the list that matters is that association’s directory, such as ATIO’s directory in Ontario. Before you submit, check that the name and membership number on the stamp match the directory entry. Our guide to verifying a certified translator shows each step.

Does IRCC accept a certified translation from another province?

Yes. IRCC accepts certified translators from any Canadian provincial or territorial association, so a translation certified by an ATIO member in Ontario works for an applicant in British Columbia, Alberta or Nova Scotia, and a certified translator from those provinces works for an Ontario applicant. Provincial and municipal offices can be stricter and may prefer their own province’s association, so check their instructions. We deliver digitally nationwide; see our translation and interpreting locations across Canada.

ATIO translation meaning and certification

Translators and interpreters in Canada are certified through provincial associations: the Association of Translators and Interpreters of Ontario (ATIO) in Ontario, OTTIAQ in Quebec, STIBC in British Columbia, ATIA in Alberta, ATIM in Manitoba and ATINS in Nova Scotia, among others. ATIO is a member of the Canadian Translators, Terminologists and Interpreters Council, the national council that links provincial and territorial associations.

What does ATIO mean?

ATIO stands for the Association of Translators and Interpreters of Ontario. It is the provincial professional body that certifies translators and interpreters in Ontario, and under provincial law only its certified members may call themselves Certified Translators there. When a document is described as ATIO certified, an ATIO-certified translator translated it, signed the certification statement and applied a stamp bearing their membership number. Read our full explanation of what ATIO certified means for your documents.

What is an ATIO translation?

An ATIO translation is simply a certified translation by a translator who holds ATIO certification. Certification is personal and issued by language combination and direction, so it belongs to the individual translator rather than the agency, and a Spanish into English certification does not cover English into Spanish work. Ontario courts, licensing bodies and IRCC accept these translations because the stamp can be checked against ATIO’s records. Meet our certified translators and interpreters.

Does ATIO certify interpreters too?

Yes. ATIO certifies interpreters separately from translators, with credentials that include conference and court interpreting, and each requires proof of interpreting skill in that setting rather than written translation ability. A Certified Translator is not automatically a certified interpreter, and a certified interpreter is not automatically a Certified Translator. For hearings, medical appointments and conferences, ask for the interpreter’s own credential, such as ATIO certification or court accreditation. Read about why a certified interpreter matters.

Certified vs notarized vs sworn translation

A certified translation vouches for the language, a notarized translation adds a notary’s check of the translator’s identity and signature, and a sworn translation in Canada usually means a translation backed by the translator’s affidavit. The table compares all three with the apostille, which people often confuse with them even though it is not a translation at all.

Format	Who provides it	What it confirms	Typical use in Canada
Certified translation	A translator certified by a provincial association, such as ATIO	The translation is complete and accurate, backed by the translator’s signature, stamp and membership number	IRCC, Canadian courts, WES, universities and licensing bodies
Notarized translation	A notary public, after the translation is finished	The translator’s identity and signature, not the accuracy of the language	Some foreign consulates, certain courts and licensing bodies that ask for it
Sworn translation (affidavit)	The translator, swearing before a notary public or commissioner of oaths	The translator’s sworn statement that the translation is accurate	IRCC files where the translator is not certified
Apostille	Global Affairs Canada or the competent authority in Ontario, Quebec, Alberta, British Columbia or Saskatchewan	The origin of the signature, seal or stamp on a Canadian public document, not its content	Canadian documents going to other Hague Apostille Convention countries

What is the difference between a certified and a notarized translation?

A certified translation is the translator’s professional guarantee that the language is accurate and complete. A notarized translation adds a notary public’s confirmation of the translator’s identity and signature; the notary does not check the translation and usually cannot read the source language. Notarization therefore adds formality, not accuracy, and it is only worth paying for when the receiving body asks for it. Our comparison of certified vs notarized translation in Canada covers each scenario.

Do I need a certified or notarized translation for immigration to Canada?

For IRCC, a certified translation is enough. When a certified translator in good standing with a Canadian provincial or territorial association translates the document, IRCC does not ask for notarization; a notary or commissioner of oaths only enters the picture when the translator is not certified and must swear an affidavit. Quebec’s own immigration programs set separate document rules, so check those directly. See when IRCC actually needs notarization.

What is a sworn translation in Canada?

Canada has no officially appointed sworn translator title like those in France, Spain or Germany; a certified translation fills that role here. When Canadians say sworn translation, they usually mean a translation backed by the translator’s affidavit, sworn before a notary public or commissioner of oaths, which IRCC accepts from translators who are not certified. If a foreign authority asks for a sworn translation, ask which Canadian format it accepts. Compare sworn, certified and notarized translation.

What is a certified true copy?

A certified true copy is a photocopy of an original document that an authorized person, often a notary public or lawyer, has compared with the original and signed as a true copy. It proves the copy matches the original and nothing more; it is not a translation. Some receiving bodies want the translation attached to a certified true copy rather than a plain copy, and each body decides who may certify. See our certified true copy guide.

Apostille and authentication questions

The Hague Apostille Convention, administered by the Hague Conference on Private International Law (HCCH), has applied in Canada since January 11, 2024, replacing the old two-step chain for documents going to other member countries. Whether your document needs authentication or an apostille through Global Affairs Canada or through a provincial authority depends on where it was issued and where it is going.

Who can apostille a document in Canada?

Only a competent authority can. Global Affairs Canada issues apostilles for federal documents and for documents from provinces and territories without their own authority, while Ontario, Quebec, Alberta, British Columbia and Saskatchewan issue them for documents from their own province. Notaries, lawyers and translation companies, including ours, cannot issue one. We provide the certified translation that often travels with the document and guide you through the steps. Read our guide to getting an apostille in Canada.

What is the difference between an apostille, authentication and legalization?

An apostille is a single certificate confirming the origin of a public document, meaning the signature, the capacity of the signer and any seal, for use in another Hague Apostille Convention country. For countries outside the Convention, Canada still uses authentication followed by legalization at that country’s embassy or consulate. Some countries call that chain attestation. None of these steps checks or translates the content. See attestation vs apostille vs legalization in Canada.

Should I translate my document before or after the apostille?

It depends on the destination, so ask the receiving authority first. A common sequence is to obtain the apostille on the Canadian public document, then translate the document together with the apostille certificate so everything can be read. Some countries instead want the translation itself apostilled, which normally means notarizing the translator’s signature first, and some accept only translations done locally. See how translation and apostille steps fit together in Toronto.

Document-specific translation questions

Birth, marriage and death certificates issued in Canada come from provincial and territorial vital statistics offices, usually in English or French, so most translation questions concern documents issued abroad. Each document type has its own trouble spots, from registry notes on a birth certificate to seals on the back of a police certificate.

How do I get a birth certificate translated for a PR application?

Send us a clear scan of both sides of the certificate, including stamps, registry annotations and anything handwritten. An ATIO-certified translator translates every element, a second linguist checks names, dates and places against the original, and you receive a certified translation ready to upload with your permanent residence application. If your program’s checklist asks for a particular version, such as a long-form certificate listing parents, translate that one. See certified birth certificate translation for IRCC.

What do I need to translate my diploma and transcripts for an ECA?

For an Educational Credential Assessment, foreign-language diplomas, degree certificates and transcripts need a translation, and each designated organization, WES included, sets its own rules on who may translate and how documents must arrive. Some want transcripts sent directly by your school, with the translation supplied separately. Read the organization’s instructions before ordering. Our certified translations are accepted by WES. See foreign credential and degree translation for an ECA.

Do I need a certified translation of my marriage certificate?

Yes, whenever the certificate is not in English or French and you are submitting it to IRCC, a provincial office or a Canadian court. Spousal sponsorship and permanent residence files depend on it. The translation must cover every stamp, seal and registry note, and names should follow the spelling in your passport so your documents agree with one another. Standard turnaround is 24 to 48 hours. See certified marriage certificate translation in Canada.

Do I need to translate my police clearance certificate?

Yes, if any part of it is not in English or French. IRCC asks many applicants for police certificates from countries where they have lived, and each one in another language needs a complete certified translation, including the issuing authority, reference number, seal and any notes on the back. An incomplete translation is an avoidable reason for delay, so send scans of every page. Read about police clearance certificate translation.

Can you translate court documents, contracts and other legal papers?

Yes. We translate court orders, judgments, divorce decrees, affidavits, powers of attorney, wills and commercial contracts, rendering each clause completely and precisely so its legal meaning carries over. Legal files go to translators with legal experience, and a second linguist reviews terminology, names and figures before certification. If the document will be filed in a Canadian court or used abroad, tell us where, because the required format can differ. See our legal document translation services.

Interpreting services questions

Interpreting is the spoken side of language work, and the right format, setting and interpreter matter as much as the language itself. Every interpreter we assign is a trained professional bound by a code of ethics, not a bilingual volunteer.

What is the difference between a translator and an interpreter?

A translator works with written text and has time to research terminology and revise; an interpreter converts spoken language live, during a conversation, hearing or event, with no chance to take a word back. The skills overlap less than people expect, so an excellent translator is not automatically a good interpreter. Book a translator for documents you will submit and an interpreter for anything said out loud. Read more on interpreter vs translator.

What is the difference between consecutive and simultaneous interpreting?

In consecutive interpreting the speaker pauses after a sentence or two and the interpreter then renders it, which suits medical appointments, interviews, depositions and most testimony. In simultaneous interpreting the interpreter speaks a few seconds behind the speaker, usually from a booth through headsets, which suits conferences and long multilingual meetings. Consecutive adds time because everything is said twice; simultaneous needs equipment and a team. Compare consecutive and simultaneous interpreting in detail.

Phone, video or in-person interpreting: which should I choose?

Choose in-person interpreting when presence and body language matter, as in court, a sensitive medical conversation or a complex negotiation. Choose video remote interpreting when you need visual cues without travel, which works well for clinics, government offices and remote hearings. Choose phone interpreting for short, practical exchanges that need an interpreter within minutes, such as appointment or information calls. We offer all three. Compare phone and face-to-face interpreting side by side.

Can a family member interpret at a medical appointment?

It is possible, but it is risky. Relatives tend to summarize, soften bad news or skip embarrassing details, children are put in an unfair position, and patients may not speak freely about private symptoms in front of family. A trained medical interpreter renders everything said, without additions, omissions or softening, and is bound by confidentiality. For consent discussions, diagnoses and mental health appointments, book a professional. Read why qualified medical interpreters protect patients.

Do you provide ASL and sign language interpreters?

Yes. We arrange American Sign Language (ASL) interpreters and, for francophone Deaf clients, Langue des signes québécoise (LSQ) interpreters, both on-site and through secure video remote interpreting. Typical settings include medical appointments, court hearings, classrooms, workplace meetings and conferences. ASL and LSQ are full languages, not signed English or French, so interpreters are matched to the language and the setting. Book early for long or technical events. See our sign language and ASL interpreting services.

Court and conference interpreting questions

Court and conference assignments demand the most preparation: court interpreters work under strict rules of accuracy and impartiality, and conference interpreters work in teams from a booth or a remote platform. In court, the right to an interpreter is constitutional and rests on section 14 of the Canadian Charter of Rights and Freedoms.

How do I book simultaneous interpreting for a conference?

Send us four details: the dates and length of each session, the languages your audience needs, the venue or online platform, and the subject matter. We propose a team, typically two interpreters per language for sessions over an hour so they can alternate, plus booths, headsets and receivers, or a remote simultaneous interpreting platform for virtual events. Book as early as you can, especially for rare languages, and share agendas and slides ahead. See our conference interpretation services.

How do I become a court interpreter in Ontario?

Build full command of English and your other language, then formal training in interpreting, legal terminology and court procedure. Ontario courts use interpreters who have passed the province’s court interpreter accreditation testing, run by the Ministry of the Attorney General, and ATIO offers its own court interpreter certification for experienced professionals. Requirements and test dates change, so confirm the current process with the ministry before you apply. See our guide to becoming a certified interpreter in Canada.

Do I have the right to an interpreter in court?

Yes. The Charter guarantees an interpreter to a party or witness who does not understand or speak the language of the proceedings, or who is deaf. Who arranges and pays for the interpreter depends on the type of proceeding and the province, so ask the court office as soon as your date is set. For lawyer meetings, mediations or private preparation, you may need to book your own. See our court interpreters in Hamilton.

Turnaround, cost factors and ordering

Standard certified translation at Professional Interpreting Canada takes 24 to 48 hours from a confirmed order, rush service is available, and every quote is free and based on your actual pages. This is how an order moves from upload to delivery:

1. Upload your document. Send clear scans or photos of every page, front and back, through our quote form, by email or on WhatsApp.
2. Name the receiving body. Tell us whether it is going to IRCC, a court, WES or an authority abroad, and your deadline, so we match the format.
3. Approve a free quote. The quote and delivery date reflect the language pair, length, complexity, turnaround and certification type.
4. Certified translation. An ATIO-certified translator translates every element, including stamps, seals and handwritten notes.
5. Second-linguist review. Another linguist checks the translation against the source for names, dates, numbers and terminology.
6. Signature and stamp. The translator signs the certification statement and applies their stamp and membership number.
7. Delivery. You receive a PDF within 24 to 48 hours for standard orders, with paper copies by courier when the receiving body needs them.

How long does a certified translation take?

Most certified translations are ready in 24 to 48 hours from the moment we have a clear copy and a confirmed order. A one-page certificate is often finished sooner, while long transcripts, multi-page contracts and medical records take longer because of their length and the review step. Rush service is available when an IRCC, court or school deadline is close, depending on the language pair, so mention your deadline when you order. See our document translation turnaround details.

Are cheap translation services worth it?

Only if the translation is accepted the first time. Price for certified work depends on five factors: the language pair, the length of the document, its complexity and formatting, the turnaround you choose, and the certification type. You can keep costs reasonable by sending clear, complete scans in one request, choosing standard turnaround when your deadline allows, and skipping notarization unless it is required. A rejected translation means paying twice. See what drives certified translation cost in Canada.

What should I send to get an accurate quote?

Send clear scans or photos of every page you need translated, front and back, plus four details: the source and target languages, the institution receiving the translation, your deadline, and whether you need paper copies. If names have an established English spelling, such as the one in your passport, include it. We reply with a firm quote and delivery date, usually within a few hours during business hours. Upload your document for a free quote.

Do I need to send the original document?

No. We work from a clear scan, photo or PDF, so your original stays with you. Keep it safe: IRCC and many other bodies want copies unless they specifically ask for an original, and some want the translation paired with a certified true copy. If an authority abroad needs to see the original with the translation, we will flag it before you order. Learn when a certified true copy is required.

Will I get a digital or paper certified translation?

Either, or both. Every certified translation is delivered as a PDF of the signed and stamped document, which suits online IRCC applications and most digital uploads. We can also courier paper copies with the translator’s original signature anywhere in Canada. Choose paper when a court filing, notarization step or foreign consulate needs a physical original. If you are unsure, ask the receiving body first. See our delivery options for certified translations.

Language questions

We work in more than 500 languages, which matters in a country where Statistics Canada’s 2021 Census language data shows a growing number of people speaking a language other than English or French at home.

What languages do you translate and interpret?

More than 500, from the languages we are asked for most, including Spanish, Mandarin, Cantonese, Arabic, Punjabi, Tagalog, Farsi, Urdu, Hindi, Portuguese, Ukrainian and Russian, to less common languages and regional dialects. Where no certified translator exists for a rare pair, we explain the accepted alternatives, such as the affidavit route IRCC allows. Check your language on our full list of languages we translate and interpret.

Can you translate rare or Indigenous languages?

Often, yes, with more lead time. For languages with few speakers in Canada, including some Indigenous languages and regional dialects, we draw on an extended specialist network, and phone or video interpreting widens the pool when no one is local. If we cannot find a qualified professional, we will say so rather than send someone who is not equipped. Tell us the exact language and dialect early. Read about the challenges of interpreting Indigenous languages.

Privacy and confidentiality questions

Translators and interpreters handle some of the most private material people have, from medical histories to refugee claims, so confidentiality is built into the profession’s codes of ethics and into how we handle your files.

Is my information kept confidential?

Yes. Every translator and interpreter we assign is bound by professional confidentiality under their association’s code of ethics, and we handle personal information in line with PIPEDA, Canada’s federal private-sector privacy law. We do not share your documents, or anything said in an interpreted session, with anyone outside the project team. Law firms, clinics and other organizations can ask for a non-disclosure agreement before work begins. Read our privacy policy.

Do interpreters keep what they hear confidential?

Yes. Confidentiality and impartiality are core duties in professional interpreters’ codes of ethics. A professional interpreter does not repeat what was said in a medical appointment, legal consultation or hearing, does not take sides and does not add advice of their own, and the duty of confidentiality continues after the assignment ends. Untrained bilingual helpers carry no such obligation. Read about interpreter confidentiality and neutrality.

Ask a certified translator about your documents

Have a question this FAQ does not cover? Send us your document and tell us which office will receive it, and a certified translator will confirm the format you need, the turnaround and a firm quote before you commit to anything. Clients rate us 5.0 from 31 Google reviews, which you can read on our reviews page.

Prefer to talk it through? Call (437) 601-8999, message us on WhatsApp at the same number, or email info@professionalinterpretingcanada.com. We have offices in Toronto, Hamilton and Brampton/Mississauga.