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Start by reviewing the requirements of the Canadian authority or organization requesting the translation. For immigration applications, IRCC typically asks for birth, marriage, divorce, or death certificates. In Ontario, you may also need a marriage license or a certificate of divorce issued by the Ontario Superior Court of Justice. Make a list of every required document from your country of origin – only certified translations of official records will be accepted.
Before sending documents for translation, you must have certified (often called "true") copies of the originals. If your original is already in your possession, you can have it copied and certified by a notary public or a commissioner of oaths in Ontario. For documents issued abroad, contact the issuing authority (e.g., a civil registry or embassy) to obtain an official certified copy. Most translation agencies require the physical or high‑quality scanned copy of the certified original.
Check that every page is legible, that seals and signatures are clearly visible, and that no information is cut off. If a document is damaged or missing pages, order a replacement from the issuing body before proceeding. Ontario‑based translators cannot translate incomplete or illegible documents – the translated version must faithfully reproduce all content from the original, including stamps and handwritten notes.
In Ontario, only a certified translator (e.g., member of ATIO or similar recognized body) can produce translations that are accepted by IRCC and provincial authorities. When you submit your documents, include a cover sheet listing each document, its language, and the purpose of the translation. The translator will provide a signed statement of accuracy and may stamp or seal the translation. Keep a copy of both the original and translation for your records.