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Start by collecting the original civil status documents you need translated. Common examples include marriage certificates, birth certificates, and divorce decrees. Ensure each document is fully legible—faded text, creases, or small print can cause errors. If the original is not in English or French, a certified translator in Ontario will need a clear copy to work from. For documents issued outside Canada, check whether your local issuing authority can provide a certified true copy if the original is damaged.
Canadian authorities, including Immigration, Refugees and Citizenship Canada (IRCC) and ServiceOntario, expect names and dates to match exactly across all your documents. Before sending your civil status documents for translation, compare the spelling of names on each certificate. If you have changed your name due to marriage or divorce, include the supporting document (e.g., a marriage certificate or name change order) to show the link. Discrepancies can lead to requests for additional evidence, so double-check every entry.
If you cannot submit the original civil status document, you may need a certified true copy. In Ontario, a notary public or commissioner of oaths can certify a photocopy after comparing it to the original. Some translators also accept notarized copies, but confirm with your translation agency beforehand. For documents from outside Canada, you might need an apostille or authentication from the issuing country’s authorities. Check the requirements of the Ontario agency or IRCC program you are applying to—each may have specific rules about acceptable copies.
Not all civil status documents require notarization before translation. For example, IRCC often accepts a certified translation without notarizing the source document, but some Ontario courts or licensing bodies may ask for a notarized copy. Ask your translation agency in Ontario whether they can handle notarization or if you need to obtain it separately. Once the translation is complete, review the finished product for accuracy. A certified translator will provide a signed statement of accuracy, which you must keep with the translated document when submitting to Canadian authorities.