What about translations done outside Canada?

Translations done by certified translators outside Canada are accepted if the certification body is recognisable. If the translator is not certified, the affidavit must be sworn before a notary or competent authority in the country where the translation was done, not improvised.

Does the translation need to be the original or can it be a scan?

IRCC accepts a clear copy of the translation alongside a clear copy of the original document. There is no requirement to send the paper original through the mail. Online applications use uploaded PDFs.

What happens if a translation is incomplete?

The case officer either returns the file and asks for a corrected translation, or in some cases requests an entirely new translation. This adds weeks to processing. Missed stamps, back-side notes and registry numbers are the most common omissions.

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IRCC Translation Requirements - 2026 Checklist

Q: What are the IRCC translation requirements?

IRCC requires every non-English and non-French document to be submitted with: 1) a complete English or French translation of every word and visible element; 2) the translator full name and contact details; 3) the translator declaration of accuracy; and 4) a sworn affidavit before a notary or commissioner of oaths if the translator is not a member of a recognised professional association. A clear copy of the original document must accompany the translation.

Q: Who can produce an IRCC-acceptable translation?

Two categories of translator. First, a translator certified by a provincial association such as ATIO (Ontario), OTTIAQ (Quebec) or STIBC (British Columbia). Their certification statement alone is enough. Second, any qualified translator can produce the work if it is accompanied by an affidavit sworn before a Canadian notary or commissioner of oaths.

Q: Can a family member translate my documents for IRCC?

No. IRCC explicitly excludes translations done by the applicant, their family members or any person with a personal interest in the outcome of the application. This applies even if the family member is a certified translator.

Every foreign-language document submitted to Immigration, Refugees and Citizenship Canada must be accompanied by a complete English or French translation, a translator declaration, and - if the translator is not a member of a recognised professional association - a sworn affidavit before a notary or commissioner of oaths. The case officer also expects a clear copy of the original document to compare against the translation. Below is the full requirement set as IRCC applies it in 2026, plus the rejection reasons we see most often at Translation Agency of Ontario.

The four mandatory elements

An IRCC-acceptable translation contains: (1) a complete rendering of every word and visible element on the original document, (2) the translator full name and verifiable contact details, (3) the translator signed declaration that the translation is accurate, and (4) a sworn affidavit if the translator is not certified by a recognised body. The four elements appear together as a single PDF or paper file for each translated document.

Who can be the translator

IRCC accepts work from two categories of translator. The first is a translator certified by a recognised provincial association - in Ontario this is the Association of Translators and Interpreters of Ontario (ATIO), in Quebec OTTIAQ, in British Columbia STIBC. Their certification statement on the translation is enough. The second is any qualified translator whose work is accompanied by an affidavit sworn before a Canadian notary or commissioner of oaths. The affidavit confirms the translator competence and the accuracy of the translation. For an explanation of when each route is normally used, see the certified vs ATIO guide.

Who cannot be the translator

IRCC explicitly excludes translations done by the applicant, their family members or any person with a personal interest in the outcome of the application. This rule applies even when the family member is a fully certified translator. The same exclusion covers business partners and representatives who stand to gain from the application result.

Translations done outside Canada

IRCC accepts translations produced abroad. A foreign certified translator certification statement is acceptable if the certifying body is recognisable. If the foreign translator is not certified, the affidavit must be sworn before a notary or competent authority in the country where the translation was done. Affidavits without proper notarisation are routinely rejected.

What goes in the translator declaration

The declaration must include: the translator full name (and association membership number if applicable), language pair, the translator statement that the translation is a true and complete rendering of the original, the date, the translator signature, and verifiable contact information so a case officer can check if needed. Translation Agency of Ontario issues this declaration on agency letterhead with full contact details.

Format requirements

The translation must be typed, not handwritten. It must mirror the layout of the original where possible - tables, sections, signatures, stamps and seals all appear in the same logical place. Every stamp, seal and marginal note must be translated or described as "[ROUND STAMP IN RED, REGISTRY OFFICE OF X]". Names follow the spelling used on the applicant passport so that all documents in the file are internally consistent.

Common rejection reasons

The top reasons IRCC sends a translation back for redo: missing back-side stamps on civil documents, an "illegible" mark with no context, a translator signature without a contact phone or email, a translation done by a family member, an affidavit sworn in front of someone who is not a notary, inconsistent spelling of names across documents in the same package, and translations that quietly skip handwritten notes. We catch all of these before delivery.

Documents that must be translated

If the document is not in English or French, it needs a translation. The most common documents in IRCC files are birth certificates, marriage and divorce certificates, police certificates, military service records, diplomas and transcripts, name-change records, employment letters, bank statements, and identity documents. Each category has its own conventions - the birth certificate, marriage certificate, police certificate and diploma and transcript guides go through each one.

Cost and timing

Regular certified translation starts at $59 for a one-page document and is ready in one to two business days. The notarized/affidavit route starts at $109 and takes two to four business days. Full pricing on the pricing page.

FAQ

What are the IRCC translation requirements?

A complete translation, a translator declaration with contact details, and - if the translator is not certified by a recognised association - a sworn affidavit. A clear copy of the original accompanies the translation.

Who can produce an IRCC-acceptable translation?

A translator certified by a recognised provincial association (ATIO, OTTIAQ, STIBC), or any qualified translator whose work is accompanied by an affidavit sworn before a Canadian notary or commissioner of oaths.

Can a family member translate my documents?

No. IRCC explicitly excludes family members and anyone with a personal interest in the application, even when they are certified translators.

Does IRCC accept translations done abroad?

Yes, when the certifying body is recognisable or the affidavit is sworn before a competent authority in the country where the translation was done.

Original or scan?

A clear scan or photocopy of both the original document and the translation is acceptable. Online applications use uploaded PDFs.

What if the translation is incomplete?

The case officer either returns the file for correction or requests an entirely new translation. This typically adds weeks to processing.

Need an IRCC-compliant translation? Upload the document and we will confirm the right route - regular certified or notarized - before you order.

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