Certified translator & proofreader

The way in which a certified translation is carried out and presented is regulated by Royal Decree 724/2020, of 4 August, which approves the Regulations of the Language Interpreting Office (Oficina de Interpretación de Lenguas) of the MAEC.

Certified translations both with digital signature and those printed on paper must include: a copy of the original document (stamped and dated on all pages), followed by its translation (stamped and signed). This package must also contain a final certification, also stamped, and signed, which serves as a declaration and includes the information required in Annex I of the Royal Decree: the first name and last name/s of the translator, their registration number, and the language combination for which they are accredited.

No. Nevertheless, it is likely that, for any important procedure, the authorities need to see or keep the original. However, it is not mandatory to hand it over to the certified translator for them to carry out the translation. If, for geographical or other reasons, it cannot be handed over, a scanned copy of the original (in high resolution) will be added to the translation package. However, it is essential that the scan shows the full content, including seals/stamps and signatures.

No. Certified translators cannot notarize copies or legalize or issue an apostille for documents. This role is the exclusive competence of notaries or other competent public servants. The reason is very simple: they are the ones who have to attest that a document is original, truthful, or authentic. Our job is to ensure that its content is translated accurately.

It will always depend on the type of job and the availability at the time. However, it is usual for jobs that contain 1,000 words or less to be delivered within 1-2 working days. In the case of urgent jobs, consideration will be given to the content, any work that has to be done outside of normal working hours and the urgency.

Certified translators have civil liability (extracontractual and, sometimes, contractual) regarding our work, which is exclusively limited to the correct translation of a source text. We are obliged to convey, with the words that we choose, all the information that is included in the original document with legal certainty. In addition, we are obliged to guarantee the absence of any errors, imprecisions, omissions, or inaccuracies in the final content (with the exception of any that appear in the original).

No. And yes. In theory, a photocopy of a certified translation is not an original document and, therefore, it is highly possible that the requesting body may not accept it. Certified copies can be made (at a notary's office, for example) or you can request a second copy from the translator who did the work for you. However, since 2020, there is now another possibility that is cheaper, greener, and faster: you can request a certified translation with digital signature.

Every kind of advantage. One of the few good things to come out of the pandemic in 2020 was the need to provide a solution to the many procedures that previously required attendance in person or for documentation to be sent in the mail. In view of the exceptional circumstances, this involved major problems for everyone who had to meet deadlines and requirements that were impossible in a time of pandemic.

The solution came in the form of a press release on 6 April 2020, in which the Ministry allowed translated documents to be delivered in electronic format using any of the systems mentioned in article 10 of Law 39/2015, of 1 October, on the Common Administrative Procedure of Public Administrations.

What are the advantages?

• You do not have to have any additional copies certified at a notary's office or request any other copy for the corresponding cost of the copy.
• You can (if allowed) email certified translations without having to attend in person, trusting in messenger services or going to the Post Office.
• It will save you a lot of time.
• You can keep the PDF file for future use in other procedures
• You will be collaborating in the digitization of documents that previously had to be printed out on paper, altogether a green action.

A certified translation is the translation of a document into another language that is carried out by a professional recognized by the competent body in the country in which the document is presented. In the case of a document that is to take effect in Spain, the body that authorizes certified translators is the Ministry of Foreign Affairs, EU and Cooperation (MAEC).

Many official procedures require documents issued in other languages to be officially translated into Spanish –or into other official languages of the State– by certified translators.

For example, it is usual for recognition of a university degree to require a certified translation of the diploma, the academic record/transcript or the supplement to the diploma issued by a foreign university on awarding the degree.

A certified translation therefore serves as certification that the translated content is a true and accurate translation of the original, and that it corresponds to it exactly and without errors.

Depending on the purpose of the procedure, sometimes it is not necessary for a translation to be certified by an approved translator. There are clients who request a certified translation when, in reality, what they want is a high-quality specialized translation because the text belongs to a specialized field. In this case, the ideal thing is to ensure that the translator is a specialist in the subject matter, even though they are not recognized by the MAEC.

A typical case is that of clients who ask for a certified translation of their company's annual financial statements and annual report when, in reality, what they want is for a person with knowledge and experience in finance and taxation to carry out these translations.

A certified translator has a duty to accredit the truthfulness of the content of a document that will be of an official nature for a public authority or body. Therefore, they are obliged to confirm that their translation corresponds exactly to the original, even when the original contains errors (in which case, there are always intermediate solutions).

It will not be included in the certified translation. For example, there are documents with embossed or white seals that do not appear in the scan due to lack of contrast or poor resolution. If we cannot see these seals, the certified translation will be incomplete and the client runs the risk of their translation not being accepted, causing a delay that sometimes can lead to a major problem.