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Canadian authorities, including Immigration, Refugees and Citizenship Canada (IRCC) and Ontario government programs, require a certified translation. Ensure the translator or translation company in Ontario has provided a signed statement on company letterhead. This statement must include their credentials, a declaration of accuracy, their contact information, and the date. The absence of this certification is a common reason for document rejection.
Every single element from the original document must appear in the translation. This includes all stamps, seals, signatures, handwritten notes, and even marginal text. Check that the translated document is a complete visual and informational replica. Pay special attention to document headers, footers, and any official seals from foreign institutions, as these are frequently overlooked but strictly required.
Names, dates, addresses, and identification numbers must match exactly across all documents in your application package. Inconsistencies raise red flags. Furthermore, ensure technical terms (e.g., degree names, course titles, legal statuses) are translated using standard Canadian English or French equivalents. A literal translation of institutional names is often acceptable, but professional titles may need adaptation.
The translated document should be presented as a clean, legible PDF or hard copy, matching the layout of the original as closely as possible. Ensure pages are in order, nothing is cut off, and the file is not password-protected. If submitting a physical copy, it must be a clear printout. Sending a poorly formatted or scanned document can be grounds for return, causing significant processing delays.
