When is an electronic certified translation sufficient?

In Poland, an electronic certified translation often allows you to complete the entire process online, without visiting a translation office or ordering a paper copy. It is usually supplied as a PDF bearing the qualified electronic signature of a Polish sworn translator.

Whether this format will be sufficient depends on the requirements of the public authority, university or other institution receiving your documents. Before ordering the translation, it is therefore worth checking not only whether a certified translation is required, but also:

• whether the institution accepts electronic certified translations;
• whether the translation may be prepared from a scan;
• whether a paper copy will be needed at any stage.

What is an electronic certified translation?

An electronic certified translation is an electronic document, usually in PDF format, bearing the qualified electronic signature of a Polish sworn translator. It is not a scan of a paper translation or a file containing only an image of the translator’s signature and official seal. A qualified electronic signature confirms the identity of the person who signed the document and allows the recipient to check whether the file has been altered since it was signed.

The Polish Act on the Profession of Sworn Translator expressly allows sworn translators to certify translations electronically using a qualified electronic signature.

A sworn translator may use a qualified electronic signature to certify a translation or a copy of a document in electronic form.

A paper translation bears the translator’s handwritten signature and official seal. An electronic translation uses a qualified electronic signature instead. The absence of a physical impression of the translator’s round seal does not therefore mean that the electronic translation is incomplete.

Is an electronic certified translation as legally valid as a paper translation?

Paper and electronic translations are two legally permitted formats in which a Polish sworn translator may issue a certified translation. Article 25 of the eIDAS Regulation sets out the legal effect of a qualified electronic signature.

A qualified electronic signature shall have the equivalent legal effect of a handwritten signature.

Under Article 24a(1) of the eIDAS Regulation, a qualified electronic signature based on a qualified certificate issued in one Member State is recognised as a qualified electronic signature in all other EU Member States.

However, the fact that a sworn translator’s qualified electronic signature has legal effect does not mean that every institution must accept the translation in electronic form. A public authority may still require documents to be submitted on paper for a particular procedure.

When is an electronic certified translation usually sufficient?

The electronic format is particularly convenient when documents are submitted remotely and the recipient accepts electronic files. It may be suitable, for example, for:

• online university applications;
• documents sent to an employer;
• procedures handled through a public authority’s online system;
• cases in which the institution expressly confirms that it accepts electronic certified translations.

You do not need to order a paper copy simply because the translation must be certified. The safest approach is to check the recipient’s requirements or ask directly which format it accepts, as the institution itself decides whether an electronic version is sufficient.

When might a paper version be required?

A paper copy may be necessary if a particular institution or procedure requires one. This may be the case where:

• the relevant rules expressly require a paper translation bearing a signature and official seal;
• the documents must be added to paper files;
• the institution’s system does not allow documents to be submitted electronically;
• the recipient is unable to verify a qualified electronic signature.

Sometimes electronic documents are accepted only at the initial stage. A university may, for example, process an application on the basis of electronic files but later ask successful applicants to present paper documents. It is therefore worth checking the requirements for the whole procedure, not only the initial submission stage.

Can the entire translation process be completed online?

If the recipient accepts a translation prepared from a scan or an electronic source document, the whole process can usually be completed remotely.

At TextLab, the process works as follows:

1. You send us a clear scan or photograph of the document.
2. You receive a quotation and information about the service.
3. You confirm the order and make payment.
4. A sworn translator prepares the translation.
5. You receive an electronically signed PDF by email.

You do not need to visit our office or collect the completed documents in person. You can choose an electronic version, a paper version or both, depending on your needs and the institution’s requirements.

Is a scan sufficient for preparing the translation?

In many cases, yes. You should first establish, however, whether the recipient requires the translation to be prepared from the original document. A Polish sworn translator states in the certification clause whether the translation was prepared from an original, a certified copy, a scan or another form of the document.

If the translator receives a scan of a paper document, the translation will state that it was prepared from a copy rather than from the original presented to the translator. This will be sufficient for many public authorities, universities and other institutions, but some may require the translator to inspect the physical original.

In that case, the document must be sent to the translator, for example by post or courier. Once the service has been completed, the original will be returned to the client. The translation itself may still be issued electronically if the recipient accepts that format.

Can an electronic certified translation be used in another EU country?

Qualified electronic signatures are recognised in EU Member States under the rules set out in the eIDAS Regulation. This does not, however, automatically guarantee that every institution in the EU will accept a translation prepared by a Polish sworn translator.

Before ordering a translation for use abroad, check:

• whether the recipient accepts translations prepared by Polish sworn translators;
• whether it accepts electronic documents;
• whether the translation may be prepared from a scan.

Requirements may vary between public authorities, institutions and countries, so it is always worth checking the rules that apply to the specific recipient.

Will a UK university or public authority accept a Polish certified translation?

The United Kingdom does not have a system of sworn translators that corresponds exactly to the Polish system. UK institutions usually specify what information a certified translation must contain.

Current UK visa guidance states that documents not in English must be accompanied by a full translation that can be independently verified. Each translation must include:

• confirmation from the translator that it is an accurate translation of the original document;
• the date of translation;
• the translator’s full name and signature;
• the translator’s contact details.

You should still check the requirements of the particular institution, including whether an electronic file may be submitted. Requirements can vary, so acceptance cannot be guaranteed in every case.

What should you check before ordering a translation?

To choose the right format, ask the recipient:

1. Is a certified translation required?
2. May it be submitted electronically?
3. May the translation be prepared from a scan?
4. Will a translation prepared by a Polish sworn translator be accepted?
5. Will a paper version be required at a later stage?

It is worth keeping the institution’s reply if its requirements are not clearly stated in its rules or instructions.

What should you be careful about?

Summary

An electronic certified translation is a legally permitted document that, in many situations, allows the entire process to be completed online. You do not need to visit a translation office or order a paper copy.

Before placing your order, check whether the recipient:

• accepts electronic certified translations;
• allows the translation to be prepared from a scan;
• may require a paper version at a later stage.

If you are unsure which format to choose, send the document to TextLab and let us know how and where it will be used. We will provide a quotation and point out any requirements you may need to confirm with the receiving institution before the translation is prepared.

Notice: This article is for general information only and does not constitute legal advice or an individual recommendation. Before making any decision, check the current law, the requirements of the relevant institution and the specific circumstances of your case.