Frequently Asked Questions About Certified Translation Services
Do I need a certified translation?
You may need a certified translation when submitting a document to a government department, court, university, professional association, immigration authority, employer, or other institution.
Send us the request you received from the institution. We can help you understand what type of translation they are asking for.
What is a certified translation?
A certified translation is completed or certified by a professional translator who confirms that the translation is accurate and complete.
The translation normally includes the translator’s certification statement, signature, professional information, and certification details.
Will the government accept my translation?
Acceptance requirements vary by department and application.
Top Translation prepares certified translations for submission to Canadian government departments, courts, universities, professional bodies, and other institutions. However, the receiving organization always makes the final acceptance decision.
We recommend sending us the institution’s instructions so we can prepare the translation according to its stated requirements.
I just discovered that I need a translation. Can you help quickly?
Yes. Many clients contact us after learning that a translation is required for an application, appointment, hearing, registration, or deadline.
Send us your documents and tell us your deadline. We will confirm availability, pricing, and the earliest possible delivery date.
Do you offer rush translation services?
Rush service may be available depending on the length, complexity, language combination, and condition of the documents.
Let us know your exact deadline when requesting your quote. Rush fees may apply.
How quickly can you complete my translation?
Turnaround time depends on the number of pages, word count, document complexity, formatting, and certification requirements.
Short personal documents may be completed quickly. Larger legal, medical, academic, or business files require more time.
You will receive a confirmed delivery date before the work begins.
Can you guarantee my deadline?
We provide a clear delivery date when confirming your project.
To protect your deadline, send complete and readable documents as early as possible. Missing pages, unclear images, handwritten text, or changes requested after the project begins may affect delivery.
What documents do you translate?
We translate documents such as:
Birth certificates
Death certificates
Marriage and divorce documents
Academic transcripts
Diplomas and certificates
Immigration documents
Medical records
Legal documents and judgments
Financial documents
Business documents
Articles of constitution and corporate records
NCAA application documents
Canadian Resident Matching Service, or CaRMS, application documents
Contact us if your document is not listed.
What languages do you translate?
Top Translation specializes in professional French-to-English translation.
Do you translate documents from English into French?
We subcontract to a network of certified translators. Send us your documents and tell us where they will be submitted so we can confirm whether we can assist.
Do I need to translate every page?
That depends on the receiving institution.
Some organizations require the entire document, including stamps, seals, signatures, handwritten notes, blank pages, explanatory text, and information printed on the back.
Others may request only specific sections.
Send us the institution’s instructions before deciding which pages to translate.
Does the back of my document need to be translated?
It may need to be translated if it contains official wording, stamps, conditions, explanations, registration information, or other relevant content.
Photograph or scan both sides of every document. We can tell you whether the back contains translatable information.
Can I send a photograph of my document?
Yes, provided the photograph is clear, complete, and easy to read.
The image should show all four corners of the document. Avoid shadows, glare, blurred text, cropped edges, and fingers covering information.
Prices are usually higher for photographed documents.
A high-quality colour scan is preferable when available.
Can you translate a handwritten document?
We may be able to translate handwritten text if it is legible.
Unclear handwriting may need to be marked as illegible. Send us a clear image so we can review it before providing a quote.
Do I need to send the original document?
Usually, a clear scanned copy or photograph is enough to prepare a quote and translation.
The receiving institution may have separate rules about submitting the original document. Confirm those rules directly with the institution.
Can I receive the translation by email?
Yes. Digital PDF delivery is available.
A digital copy is often suitable for online applications, email submissions, and preliminary review. Confirm whether your institution accepts a digital certified translation.
Can I order a printed certified copy?
Yes. Printed copies can be prepared and mailed when required. Extra charges apply.
Shipping fees and delivery times depend on the destination and delivery method.
Can you send the translation directly to a university or institution?
Yes. We can send the translation directly to a university, government department, professional body, law firm, or other authorized recipient when requested.
Provide the correct email address, mailing address, subject line, file number, and submission instructions.
Can you copy me when sending the translation?
Yes. We can copy you on the email or send you a separate confirmation.
Some institutions ask that the applicant not receive or alter the official copy. We will follow the submission instructions you provide.
Will the translation look like the original document?
We reproduce the content and structure as clearly as possible.
Tables, headings, stamps, signatures, seals, handwritten entries, and other visible elements are identified in the translation. The final layout may not be identical, but it will remain organized and easy to compare with the source document.
How do you handle stamps, seals, and signatures?
Visible stamps, seals, logos, signatures, handwritten notes, and markings are identified or translated when relevant.
We do not reproduce signatures or create new official seals.
Will names and dates be translated?
Names are normally reproduced as they appear in the source document unless an official spelling is provided.
Dates may be formatted clearly for the target audience while preserving the original information.
Tell us if your passport, immigration file, university record, or other document uses a specific spelling of your name.
What happens if my name is spelled differently on another document?
Send us proof of the spelling that must be used, such as a passport or previous official record.
We can add a translator’s note when appropriate, but we cannot alter the information shown in the original document.
Can you correct an error in my original document?
No. A translation must reflect the source document accurately.
We can identify an apparent error with a translator’s note when appropriate, but the issuing organization must correct the original document.
How much does a certified translation cost?
Pricing depends on the document type, number of pages, word count, complexity, formatting, certification requirements, and deadline.
Send us clear copies of all pages for an accurate quote.
Is certification included in the price?
Your quote will specify whether certification is included.
Additional printed copies, shipping, special formatting, notarization, or rush service may cost extra.
Are there additional charges?
Possible additional charges include:
Rush service
Printed certified copies
Courier or mail delivery
Notarization, when required
Complex formatting
Poor-quality or handwritten source documents
Changes made after translation has begun
All known charges will be explained before you approve the project.
How do I request a quote?
Send us:
Clear copies of every page
The source and target languages
The name of the receiving institution
The institution’s translation instructions
Your required delivery date
Whether you need a PDF, printed copy, or both
We will review the documents and provide pricing and turnaround information.
Why do you need to see the documents before quoting?
The number of pages alone does not always reflect the amount of work involved.
A single page may contain dense text, tables, handwritten information, stamps, or specialized legal, financial, medical, or academic terminology.
Reviewing the documents allows us to provide an accurate price and realistic delivery date.
How do I pay?
Available payment methods will be provided with your quote or invoice. Usually by etransfer or credit card invoice.
Work may begin after you approve the quote and complete the required payment.
Is my information confidential?
Yes. We treat personal, legal, medical, financial, academic, and business documents as confidential.
Documents are used only to assess, translate, revise, certify, and deliver your project.
How should I send sensitive documents?
Use the secure submission method provided by Top Translation whenever possible.
Avoid sending sensitive personal information through public links or unsecured messaging platforms.
Who will translate my documents?
Your documents are handled by qualified professional translators with experience in the relevant subject area.
Certified translations are completed or certified according to the requirements stated in your quote.
Do you use machine translation?
Technology may support terminology management, consistency, formatting, and quality control. A professional human translator reviews and takes responsibility for the final translation.
Sensitive and official documents require professional judgment that automated translation alone cannot provide.
Do you translate legal documents?
Yes. We translate judgments, contracts, court documents, wills, affidavits, corporate records, and other legal documents from French into English.
Legal documents require precise terminology and careful attention to the legal context.
Do you translate medical documents?
Yes. We translate medical records, reports, certificates, professional credentials, internship documents, and other healthcare-related materials.
Clear source documents and accurate medical terminology are essential.
Do you translate academic transcripts and diplomas?
Yes. We translate transcripts, diplomas, course descriptions, report cards, certificates, and other academic records.
We preserve course names, grades, credits, dates, institutional information, and explanatory notes as accurately as possible.
Can you translate documents for CaRMS applications?
Yes. We translate documents used for Canadian Resident Matching Service applications, including academic, medical, professional, and supporting records.
Send us the current CaRMS instructions and your submission deadline.
Can you translate documents for NCAA applications?
Yes. We translate academic records and supporting documents for NCAA applications.
Send us the NCAA requirements, complete documents, and deadline so we can confirm the appropriate service.
Do you translate immigration documents?
Yes. We translate civil status documents, academic records, employment records, letters, certificates, and other documents used in immigration applications.
Requirements vary by program and authority. Send us the instructions issued for your application.
Do you translate corporate and financial documents?
Yes. We translate financial statements, business correspondence, corporate records, articles of constitution, contracts, policies, reports, and other business documents.
Can you notarize my translation?
Notarization is different from translator certification.
Some institutions require a certified translation. Others may request an affidavit, commissioner’s oath, or notarization.
Send us the exact instructions so we can determine what additional steps may be needed.
What is the difference between a certified translation and a notarized translation?
A certified translation includes a professional translator’s declaration that the translation is accurate and complete.
A notarized translation usually involves a notary confirming the identity or signature of the person signing an affidavit or declaration. The notary does not normally verify the accuracy of the translation.
Do I need an affidavit?
Only if the receiving institution requests one.
Send us the wording of the requirement. We can help determine whether it refers to translator certification, a sworn declaration, an affidavit, or notarization.
Can you revise a translation completed by someone else?
Possibly.
We must review the source document and existing translation first. Some documents can be revised. Others may need to be translated again to allow the translator to certify the final version responsibly.
Can you certify a translation I completed myself?
A professional translator generally cannot certify a translation without fully reviewing and taking responsibility for it.
Depending on the quality and purpose of the document, a new translation may be required.
What if the institution rejects the translation?
Contact us immediately and send us the institution’s written explanation.
We will review whether the issue concerns the translation itself, certification wording, document completeness, delivery method, notarization, or a separate institutional requirement.
The institution retains final authority over acceptance.
Can I make changes after receiving the translation?
Tell us promptly if you notice a possible issue.
We will correct translator errors at no charge. Changes caused by new source documents, client revisions, missing pages, or changed instructions may result in additional fees.
Will I have a chance to review names and personal information?
When appropriate, you may be asked to confirm names, addresses, dates, institutional titles, or preferred official spellings before final delivery.
You remain responsible for providing accurate reference information.
Why should I choose Top Translation?
Top Translation helps you solve the practical problems that often come with document translation:
You may have discovered the requirement late.
You may not know whether certification is required.
You may be worried about acceptance.
You may have a strict deadline.
You may be sharing sensitive information.
You may need the translation sent directly to an institution.
We provide clear guidance, professional French-to-English translation, confidential handling, reliable delivery, and support throughout the process.