If you are having a non-commercial document (e.g. driver's license, birth certificate, military service record, university diploma and transcript) translated, you may be required to submit a certified and notarized translation. Certification and notarization provide a higher level of confidence to the recipient that the translation has been performed by a professional translator and that the translation accurately reflects the information contained in the document. In order to ensure the document is accepted, the certification and notarization process must be executed in accordance to industry best-practices. Described below are International Notarization the key steps of the certification and notarization process executed by a Language Services Provider (LSP).
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Step 1 - TRANSLATION: The document is translated from the source language into the target language by a professional translator. Next, the translation is edited by a separate linguist. Finally, the edited translation is proofread and/or undergoes a quality review.
Step 2 - CERTIFICATION: The LSP generates a Translation Certification of Authenticity on company letterhead. This document certifies that the translation is accurate and has been performed by a professional translator. When translating from English, the Certification must be translated into the target language as well.
Step 3 - NOTARIZATION: A notary public notarizes the Certification (English version only). However, before doing so, the notary public validates and records the LSP's identity, and the LSP signs the Certification before the notary public.
Step 4 - SEAL: The LSP applies its embossed corporate seal to all translated documents and to the Certification, which stipulates that any documents not bearing the embossed corporate seal are not covered by the Certification.
Documents that create a legally binding agreement typically require notarization.
This will vary according to local laws. It's your client's responsibility to consult with their attorney to understand the state and local laws.
Acknowledgements. These certify the signer appeared in person before the notary, was identified by the notary and acknowledged signing the document or documents.
Jurats. These are found in sword documents like affidavits. They certify the signer appeared before the notary and signed in the notary's presence. They also certify the signer took an oath or affirmation from the notary.
Certified Copy of Power of Attorney. POA is a legal authorization giving another person authorization to act on one's behalf. Banks, corporation and courts won't accept a POA unless it's notarized. Notaries certify the copy is identical to the original.
Oaths and Affirmations. Oaths are solemn promises to God. Affirmations are solemn promises made to one's personal honor.
Proofs of Execution. These certify that a witness personally appeared and swore to the notary that another person signed a document.
Depositions. These are the administration of an oath or certificate.
Apostille. These are certifications or legalizations generally necessary for documents which may be sent to other countries. Apostille is a French word meaning certification.
Just like it's up to your client to understand their local laws regarding notarization, they must also know what category of notarization they need. Notaries may not provide this legal direction. Doing so constitutes unauthorized practice of law and is illegal.
Specific Documents Notarized
Medical documents including convalescent care records and living wills also need notarized.
Documents which require certification for acceptance into a foreign country (apostille) may include international adoption papers, diplomas issued by an American college or university, and records and contracts for a company doing business in a foreign country.