How to Know If a Sworn Translation Is Valid for Official Procedures?

One of the most common — and most important — questions we get is:
How can I be sure that my sworn translation is really valid for official use?

How can you tell if a sworn translation is truly valid?

Don’t worry — it’s not magic or guesswork. There are clear signs that tell you whether your translation is valid and properly done.

1. A Sworn Translator with Official Accreditation

First, you need to know whether the translation was done by a sworn translator who is officially certified. In Spain, for example, this is regulated by the Ministry of Foreign Affairs, and each translator has a unique registration number.

How do you check? Ask the translator for their number and verify it on the official website of the relevant authority.

At EJB Translations, we only work with officially certified and registered sworn translators.

2. The So-Called Sworn Statement

A valid sworn translation must include a signed statement by the translator, certifying that the translation is faithful and complete.

This certificate must include:

  • The translator’s full name
  • Their official registration number
  • The official seal
  • The date of translation
  • A reference to the original document
  • A valid signature (handwritten or digital)

This sworn declaration is your legal guarantee that the translation will be accepted.

3. Signature and Seal — Non-Negotiable

The signature and seal are the ID card of a sworn translation. And yes, in today’s world, the signature can be digital — as long as it complies with regulations (like the eIDAS Regulation in Europe).

Tip from EJB Translations: We always use recognized digital signatures, which speed up the process and ensure complete security.

4. Format and Delivery of the Document

It doesn’t matter if you receive your translation digitally or on paper — what matters is that it includes the translator’s seal and signature.Today, most institutions accept digitally signed sworn translations as long as they comply with legal standards.

At EJB Translations, all our digital sworn translations fully comply with official requirements.

Why Might a Sworn Translation Be Rejected?

Even if it seems correct, there are several reasons a sworn translation might be rejected:

  • It was done by someone who’s not a certified sworn translator
  • It’s missing the seal, signature, or sworn declaration
  • The digital signature is invalid or absent
  • The document contains errors or is incomplete
  • It’s not in the required format by the receiving institution

That’s why it’s so important to work with qualified professionals who can guarantee legal and official acceptance.

How to Check That Your Sworn Translation Is Valid

Use this quick checklist:

  1. Ask for the translator’s official registration number and verify it.
  2. Make sure the document includes a sworn statement, seal, and signature.
  3. Check that the content is complete and readable.
  4. Confirm that the format is acceptable (e.g., digitally signed PDF).
  5. Ask the institution whether they accept digital documents.

At EJB Translations, we guide every client to make sure their translation is valid and hassle-free.

Sworn Translator vs. Official Translator — Are They the Same?

These two terms often get mixed up, but they’re not always the same:

  • A sworn translator is legally authorized to issue translations with legal validity.
  • An official translator may be recognized, but not certified to perform sworn translations.

For official procedures, you always need a certified sworn translator.

Our Advice: Always Choose a Certified Sworn Translator

After years of experience, we’ve learned one thing at EJB Translations:
Legal issues almost always come from unofficial or incorrect translations.

So:

  • Don’t trust unaccredited platforms
  • Always ask for the translator’s registration number
  • Make sure the digital signature is legally valid
  • Review the final document thoroughly before submitting it

Where to Get Truly Valid Sworn Translations?

At EJB Translations, we work with expert sworn translators, specialized in multiple languages and technical areas.

We offer:

  • Online sworn translations with legally recognized digital signatures
  • Translations for all types of documents: legal, academic, business, and more
  • Personalized advice to ensure your translation is never rejected