how to use this guide

This guide is intended to provide general information about certified translations and certified translators in Canada, including common scenarios, practical considerations, and some of the areas that most often cause confusion. Every effort has been made to ensure that the information is accurate and reflects common practice at the time of writing, but requirements may vary depending on the institution, the purpose of the translation, and the specific circumstances involved, and practices may evolve over time. If in doubt, checking directly with the institution requesting the translation is the most reliable way to avoid unnecessary delays
or complications. We hope this guide helps clarify the landscape of certified translations in Canada and answers some of the questions that commonly arise when dealing with dealing with them.

What this guide is about

Certified translation requirements in Canada are often confusing, especially for people dealing with official documents for the first time. Many people are unsure whether they need a certified translation, what the term “certified” actually means, or why a translation might be rejected even when it has been handled by a professional. This guide helps explain how certified translation works in Canada, when it is required, and some of the things that can go wrong. Its purpose is to help you understand the requirements before you submit your documents, so you can avoid delays and unnecessary back-and-forth and get it right and accepted the first time.

Common scenarios at a glance

The situations below reflect some of the most common ways translations are requested in Canada. Each scenario is described in general terms; specific requirements may vary depending on the institution and purpose.
• Certified translation only  → 
A translation prepared and certified by a provincially certified translator, with no affidavit required.
See sections on certified translators and certified translations.

• Non-certified translation with an affidavit
 → A translation prepared by a non-certified translator and accompanied by a sworn affidavit. This approach is sometimes accepted, particularly when no certified translator is available for a given language or direction.
See the section on affidavits and common sources of confusion.

• Certified translation with an affidavit  → 
A translation prepared and certified by a certified translator, with an additional affidavit required by the requesting institution. This may occur in certain legal or court-related contexts.
See the section on cases where a certified translation may also require an affidavit.

• Translations for ICBC (British Columbia)
 → A translation prepared by a translator who is registered and approved by ICBC, using ICBC’s required form. Provincial certification alone is not sufficient for this purpose.
See the section on ICBC translations.

• Translations for use outside Canada  →  
A translation intended for use in another country, sometimes requiring notarization and an apostille. Requirements depend on the receiving country and are separate from Canadian certification rules.
See the section on translations for use outside Canada. If your situation does not clearly match one of these scenarios, confirming requirements directly with the institution requesting the translation is the safest next step.

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When a certified translation is required in Canada

A certified translation is usually required when a document is being submitted for an official purpose. This includes things like immigration applications, legal proceedings, government processes, and requests from educational institutions. It is important to understand that the requirement for a certified translation is not set
by the translator or by any professional association. It is determined by the institution or authority requesting the document, and that institution ultimately gets to decide what it will and will not accept. In many cases across the country, a certified translation is the standard requirement. However, there are limited exceptions depending on the language, the document, and the availability of certified translators. These situations are discussed later in this guide and should be confirmed before moving ahead with getting a translation.

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Who can certify translations in Canada — and how to
verify certification

In Canada, certified translation is regulated at the provincial level and each province has its own professional organization responsible for certifying translators according to established standards. Examples include provincial associations like STIBC in British Columbia and ATIO in Ontario, among others. These organizations are responsible for assessing translators and grant certification within their jurisdiction. After a translator is certified, they also must abide by a code of ethics and can face disciplinary action from their professional association if they engage in unethical practices. In some provinces, certification is also reinforced through title protection. This means
that even translators who work professionally and translate documents for a living are not allowed to call themselves “certified translators” unless they have been formally certified by their provincial association.

How to know whether a translator is certified

Certified translators are listed as certified members by their provincial professional association and public directories maintained by these associations are the most reliable way to verify a translator’s certification status. In addition, when providing a certified translation, certified translators typically include:
• A certification declaration stating that they are a certified translator and that the translation is complete and accurate
• A certification stamp or seal, which may be physical or electronic. Through this declaration, the certified translator formally vouches for the accuracy of
the translation and accepts professional responsibility for the work. It is very important to note that certification for translators is language and direction
specific. Translators are certified for particular language combination and direction, and a translation can only be properly certified if it is produced in a direction for which the translator holds certification. For example, a translator who is certified to translate from English into Spanish is not authorized to certify a translation from English into Spanish unless they also hold certification in that direction. When verifying certification, it is therefore important to confirm not only that a translator is certified, but that they are certified for the specific language direction required.

Provincial professional associations may certify both translators (who work with written documents) and interpreters (who work with spoken language). Certified interpreters are certified members of the association in their capacity as interpreters, but interpreter certification does not authorize someone to certify written translations. Only professionals who hold certification specifically as translators may certify written translations. When verifying certification, it is therefore important to confirm not only that a professional is a certified member of a provincial association, but also that they are certified as a translator, and for the relevant language direction.

It is also important to note that while stamps and declarations are commonly used by certified translators, they are not, on their own, proof of certification. The most reliable way to confirm that a translator is truly certified is to verify their status directly through the relevant provincial professional association, either by consulting its directory or by contacting the association.

Certification across provinces and acceptance by federal institutions

Because certified translators are certified at the provincial level, it is common to wonder whether a certified translation issued in one province will be accepted elsewhere in Canada. In practice, many federal institutions and national bodies, such as Immigration, Refugees and Citizenship Canada (IRCC), accept certified translations produced by translators who are certified by recognized provincial professional associations, regardless of the province in which the translator is based. This is typical in federal immigration and other nationally administered processes.

It is also not uncommon for certified translators to hold certification in more than one province. In those cases, a translator may certify a translation using the stamp and declaration associated with the province that is most relevant to the intended use or to the requirements of the requesting institution. That said, acceptance is always determined by the institution requesting the document. While provincial certification is widely recognized, requirements may vary depending on the purpose of the document, the institution involved, and the specific circumstances of the application. If there is any doubt as to whether a translation will be accepted because it has been certified using the stamp of a different province, the best approach is to confirm the requirements with the requesting institution before agreeing to have the translation done.

A note on CTTIC Certification

Some people are told that their translation must be “certified by CTTIC.” This wording is common, but it is often misunderstood. The Canadian Translators, Terminologists and Interpreters Council (CTTIC) is a national umbrella organization of provincial translator and interpreter associations. Provincial associations are members of CTTIC, and many of them voluntarily use CTTIC-administered exams as part of their certification process. However, CTTIC itself does not issue certifications and does not hold ultimate responsibility for granting certified status to translators. Under the Canadian constitutional framework, professional certification falls within provincial jurisdiction. Certification is therefore granted by provincial professional associations, which may choose to rely on CTTIC exams and standards but remain responsible for issuing certification.

When an institution refers to “CTTIC certification,” it is usually referring to certification obtained through a provincial association that is a member of CTTIC and that uses CTTIC exams, rather than to a certification issued directly by CTTIC. Common reasons certified translations are rejected When official translations are rejected, it is usually not because of the language itself. In most cases, rejections are due to process, format, or certification issues, rather than
problems with accuracy or wording.

Common reasons include:
• The translation was not certified by a translator who holds the required provincial certification (including issues with language direction)
• A required certification declaration is missing or incomplete
• The translator’s certification status cannot be verified through a professional association
• The format of the translation does not meet the institution’s requirements
• The original document provided for translation was incomplete or unclear

In some cases, a translation may also be rejected because the institution has specific requirements that were not confirmed in advance, such as how certification should be presented or whether additional steps are required. Most of these issues are avoidable. Understanding the requirements ahead of time and confirming them with the requesting institution can help prevent delays and the need to redo a translation.

How certified translations are typically handled

To obtain a certified translation, the person requesting the translation usually provides a clear and complete copy of the original document. This allows the translator to prepare a full translation that reflects the content and structure of the original. A certified translation is typically provided as a translation package.

In most cases, this package includes the following elements:
• A certification declaration signed by the translator, which includes the translator’s contact details, confirmation of certified translator status and language direction,
provincial association membership number, and a statement that the translator vouches for the translation being complete and accurate
• the translated document
• a copy of the original document
The package is usually accompanied by a certification stamp and/or signature. In many cases, the stamp or signature appears on every page of the package, in accordance with common professional practice.

In recent years, some provincial professional associations, including Society of Translators and Interpreters of British Columbia (STIBC) and Association of Translators
and Interpreters of Ontario (ATIO), have developed electronic certification stamps. Certified translators in these provinces may choose to provide electronically stamped
certified translations. These electronic stamps can be verified online, adding an additional layer of security and traceability.

Even when a translation is technically certified, meaning it has been prepared by a properly certified translator, it may still be questioned or delayed if it is not certified or
presented in a way that the requesting institution recognizes or commonly expects. For this reason, certified translators generally follow established professional conventions when preparing certified translation packages. Some institutions may have specific or additional requirements, such as the use of their
own forms, particular wording in the certification declaration, or the inclusion of specific details. For this reason, it is important to confirm any institution-specific requirements before submitting a certified translation.

Special cases: notarized translations and affidavits In some limited situations, an institution may accept a translation that has not been prepared by a certified translator, provided that the translation is accompanied by a notarized affidavit. In these cases, the translation is typically prepared by a non-certified translator, who
then appears before a notary public or commissioner authorized to administer oaths.

The translator swears an affidavit stating that the translation is complete and accurate, and the affidavit is notarized. It is important to note that this process does not make the translator a certified translator, and it does not constitute certified translation. It is an alternative procedure that some institutions may allow in specific circumstances, often when no certified translator is available for a particular language or language direction. Whether a notarized affidavit is acceptable depends entirely on the institution requesting the translation. Some institutions accept this approach, while others explicitly require a translation certified by a provincially certified translator and will not accept notarized affidavits in place of certification. For this reason, if a non-certified translation with a notarized affidavit is being
considered, it is essential to confirm in advance that the requesting institution will accept this format before proceeding.

It is important to note that this process does not make the translator a certified translator, and it does not constitute certified translation. It is an alternative procedure
that some institutions may allow in specific circumstances, often when no certified translator is available for a particular language or language direction.
Whether a notarized affidavit is acceptable depends entirely on the institution requesting the translation. Some institutions accept this approach, while others
explicitly require a translation certified by a provincially certified translator and will not accept notarized affidavits in place of certification.
For this reason, if a non-certified translation with a notarized affidavit is being considered, it is essential to confirm in advance that the requesting institution will
accept this format before proceeding.

Cases where a certified translation may also require an affidavit

This situation should not be confused with the more common practice in which a non-certified translator provides a translation accompanied by a notarized affidavit as an alternative to certification, a situation that is far more common, for example, in immigration processes. In the rare cases described below, the translation is still prepared and certified by a provincially certified translator. The affidavit is an additional requirement imposed by the requesting institution. In some situations, an institution may require that a translation prepared by a certified translator also be accompanied by an affidavit. This type of requirement may arise in
particular legal matters, such as some affidavits or court proceedings, including certain cases before British Columbia courts. In these situations, the certified translator typically swears an affidavit before a notary public or commissioner authorized to administer oaths, confirming that the translation is complete and accurate.
Whether an affidavit is required in addition to certification is determined entirely by the institution requesting the translation. Because affidavits involve notarization and
additional procedural steps, they can add both cost and time to the process. For this reason, it is important to confirm in advance whether an affidavit is indeed
required in addition to certification. Proceeding with notarization when it is not required can result in unnecessary expense and delay, while omitting it when it is required can lead to rejection.

Certified translations, affidavits, and a common source of confusion

Requirements around certified translations and affidavits are often misunderstood, particularly in Canadian immigration contexts, but also in legal and international
settings. Different institutions may require affidavits for different reasons, and these situations are frequently conflated. In many immigration-related cases, when a translation is prepared by a non-certified translator, an affidavit is required to attest to the accuracy of the translation. This affidavit is used in place of certification because the translator is not certified.

When a translation is prepared by a provincially certified translator, certification is usually demonstrated through the translator’s certified status, declaration, and
professional identification. In many cases, this is sufficient, and no additional affidavit is required.

However, in some contexts, an affidavit may be required regardless of whether the translator is certified. For example, certain proceedings before British Columbia courts may require an affidavit in addition to certification. See the section on cases where a certified translation may also require an affidavit for details. Affidavits or notarization may also be required when a translated document is intended for use outside Canada and must be apostilled. This is a separate process with different
objectives and should not be confused with domestic certification requirements. See the section on translations for use outside Canada for further information.
Because affidavits involve notarization and additional procedural steps, they can add cost and time. For this reason, it is important to confirm in advance which scenario
applies and whether an affidavit is required for the specific purpose of the translation.

Translations for ICBC in British Columbia

Translations required for the purposes of Insurance Corporation of British Columbia (ICBC) operate under a system that is different from most other institutions in Canada. Rather than relying solely on provincial translator certification, ICBC maintains its own list of approved translators. Only translators who are registered with ICBC and appear on this list are authorized to provide translations that ICBC will accept. While this list often includes members of provincial professional associations such as STIBC, certification alone is not sufficient.

For a translation to be accepted by ICBC, the translator must be approved and registered with ICBC, regardless of whether they are a certified translator. ICBC will not
accept a translation, even if it is prepared by a certified translator, if the translator is not registered with them. ICBC also requires the use of a specific ICBC translation form, which is different from the standard certification declaration used in other certified translation contexts. As part of this process, translators are required to confirm that they have seen the original document or licence being translated.

In practice, many translators who work regularly with ICBC are also provincially certified translators, and there is often overlap between these groups. However, for ICBC
purposes, what matters is ICBC registration and approval, not certification status. In recent years, ICBC has become more flexible in how certain requirements are met.
For example, confirmation that the translator has seen the original document may now be done by video call in some cases. As with other institution-specific requirements, it is important to confirm ICBC’s current procedures before proceeding.

Translations for use outside Canada

The information in this guide applies to certified translations for use in Canada. Other countries have their own legal frameworks, professional systems, and requirements for translated documents. These requirements vary widely and are beyond the scope of this guide.

When a translation is intended to be presented in Canada to a foreign authority, the first point of contact is usually the embassy or consulate of the country concerned,
which can advise on what type of translation or authentication is required. Certified translators in Canada are sometimes asked to prepare translations that are
intended to be used outside Canada, including documents that must be apostilled before being submitted abroad. This can be a confusing process.
In apostille cases, the key issue is not whether the translator is certified in Canada, but whether the translation is accompanied by a declaration sworn before a notary. The notary’s role is then authenticated by a Canadian governmental authority, which allows the receiving country to trust that the notary is legitimate and that the declaration was properly sworn.

In this context, anyone who prepares the translation, whether certified or not, typically needs to appear before a notary and swear an affidavit for the purposes of the apostille. The apostille process does not rely on Canadian provincial translator certification in the same way as domestic certified translations.
Because apostille requirements and foreign acceptance rules can vary significantly from country to country, it is essential to confirm the process in advance. This usually involves speaking with both the notary and any professional assisting with the translation, to ensure that the correct steps are followed and that the document will be accepted by the receiving authority.

Finding certified translators and what to expect

Certified translators in Canada are publicly identifiable professionals. They are listed as certified members in official directories maintained by provincial professional associations. These directories are the appropriate starting point for finding and verifying certified translators.

The number of certified translators varies by language and language direction. For some languages there may be many certified translators; for others, there may be very few or none at all. When no certified translator is available, many institutions allow alternative arrangements, such as a translation accompanied by an affidavit from a non-certified translator, as discussed earlier in this guide. Certified translators work as independent professionals. They are not employees of
professional associations and do not act on their behalf. As a result, you should expect differences in pricing, turnaround times, availability, and working methods from one translator to another. Professional associations do not set prices or business terms. Associations focus on certification standards and ethical conduct, not on commercial matters. Codes of ethics generally address issues such as accurate representation of credentials, confidentiality, conflicts of interest, and the proper handling of personal information.

Associations do not usually get involved in disputes about pricing, payment, or contractual terms. These matters are typically resolved directly between the client and
the translator, or through ordinary civil processes if necessary. In practice, most problems can be avoided through clear written communication about requirements,
scope, timelines, and fees before work begins. Professional associations should generally only be contacted if there is a concern about a serious ethical issue, such as misrepresentation of certification or misuse of confidential information.

What a typical certified translation process looks like

A certified translation usually begins with you providing the document to be translated. In many cases this can be done electronically, but depending on the institution or the nature of the document, the translator may need to work from the original document or verify it in person or by video.
Once the translator has reviewed the document, they will confirm whether they can take on the work, provide a quote, and indicate the expected timeline. At this stage, you decide whether you would like to proceed. If you go ahead, the translator prepares the translation. When the work is complete, you receive the certified translation package in the format agreed upon, either electronically, physically, or both. This package typically includes the translation itself, the certification declaration, and a copy of the original document.

Payment practices vary between translators. Many require payment before starting work. In some cases, particularly for longer documents or ongoing working
relationships, partial payment to begin and the balance upon completion may be agreed. These terms are set by the translator and should be confirmed in advance.

It is also helpful to know that there is often more than one acceptable way to translate the same content. If you believe there is a genuine translation error, you should raise it with the translator. Certified translators can correct translation errors, but they generally cannot alter errors that already exist in the original document. Unless the requesting institution allows otherwise, the translation must reflect the source text as it
appears.

About this guide and further support

This guide was prepared by Silvia Xalabarde, a provincially certified translator and the current President of the Society of Translators and Interpreters in British Columbia (STIBC) and the Canadian Translators, Terminologists and Interpreters Council (CTTIC). It is written independently, based on professional experience with certified translations across Canada, and does not represent official guidance or positions of any professional association, institution, or government body. 

If you would like further assistance with certified translations, or if you need help understanding what may be required in your particular situation, you are welcome to contact Pluma Translations. Certified translation services are offered across multiple languages, and additional guidance and consultation are available in English and Spanish.