AI + official documents: a good combination or a delicate matter?
We all know by now: artificial intelligence has infiltrated everything. In photos, in emails you write half asleep, even in your phone’s autocorrect. So it’s not strange to think it has entered the translation world too. And yes, it has.
However, translating your cousin’s WhatsApp message in English is one thing, and putting your university degree, a legal contract, or a divorce decree in the same basket is another. In such documents, every dot, every word, even an accent mark, can make a difference. We are not exaggerating.
At EJB Translations we have seen how this evolves, encountering all sorts of situations. From partially AI-translated documents causing more problems than solutions, to official procedures rejected due to seemingly minor mistakes… which turned out to be important.
We decided to write this to explain how the situation really is, what AI can and cannot do with official documents, and how we use it safely, without putting ourselves or our clients at risk.
So, what can AI do today? Quite a lot… but it falls short
First, how does automatic translation work?
AI translation isn’t black magic, but it’s close. Basically, it analyzes millions of texts in different languages using neural networks, learning how things are expressed in each language. Then, when you input text, it returns a translated version that usually sounds coherent.
It’s not perfect, but it works to understand the general meaning of a text.
What exactly is an official document?
We call it “official” when it is submitted to a government office, court, or public institution. Not a friend, website, or school group. Examples:
- Ministries
- Courts
- Embassies
- Consulates
- Notaries
These documents require:
- Translation by a certified sworn translator (with signature and stamp).
- No errors, ambiguities, or inconsistencies.
- Legal, formal, serious language respecting the target format.
Examples:
- Birth, marriage, or death certificates
- Sales contracts
- Academic degrees
- Notarial powers
- Court rulings
- Wills
Why AI falls short
It cannot sign or stamp anything
AI is not a sworn translator. No matter how well it translates, it cannot legalize a document. No hands, signature, stamp, or accreditation — without that, the document is not valid.
It makes subtle (and critical) mistakes
- Incorrect dates (day, month, year reversed…)
- Names altered because AI misinterprets them
- Legal terms translated literally when inappropriate
- Contextual errors humans notice instantly, AI does not
And the worst part is that it doesn’t give any warning. It’s not going to say, “Hey, this came out weird, take a look.” No. It delivers it just like that.
Doesn’t know for what or for whom you’re translating
A human knows if what you’re writing is going to a university, a notary, or a judge. And they adapt the language, tone, and even the format. AI doesn’t. It goes on without knowing if you’re in Argentina or Switzerland, if it’s about an inheritance or a scholarship. It works without context.
Also doesn’t protect your confidentiality
Are you putting your employment contract into a free AI tool? Be careful. Many of these platforms use your texts to improve their models. And that means your information could end up circulating. This isn’t an exaggeration; it has already happened.
What happens when you trust AI too much
We’re not making this up:
- Some lawyers have filed lawsuits with AI without reviewing, and the AI literally invented rulings.
- People have had degrees rejected by foreign universities because the translation was incorrect.
- Even contracts signed with poorly drafted clauses have later caused legal consequences.
AI has no legal responsibility. It won’t stand up for you. It won’t testify if something happens. A sworn translator will.
So, what does the law say?
It’s quite clear:
- If you’re going to submit an official document, you need a sworn translator.
- That translator must be accredited by the MAEC (Ministry of Foreign Affairs).
- And the translation must carry their signature, seal, and be 100% faithful to the original.
So if you use AI and then try to submit it as an official translation, they will likely tell you no. It’s not valid. Because it isn’t. And if someone reviews it afterward who wasn’t the original translator, it won’t count either.
What do we recommend?
Going to use AI? Attention…
- Use it as support, not as a solution.
- Don’t submit it as-is.
- Review everything.
- Consult someone with experience.
Official document? Don’t leave it to chance
Do it right from the start: you’ll save time, money, and gain legal security.
We do it with judgment, experience, and rigor. We have expertise in legal, academic, technical translation… everything needed for your document to be valid and effective.
So… can AI translate official documents?
Well… not completely.
- Yes, for a general idea, a controlled first draft.
- But no, it’s not suitable as a final translation.
- It cannot certify or be submitted as official. Not if you want peace of mind and legal security.
At EJB Translations, we use what adds value. But always with professional judgment. And always ensuring our clients never have to repeat the process because of an avoidable mistake.
Because translating quickly is fine… but translating correctly is essential.