When do I need a sworn translation in South Africa?

You need a sworn translation when the office that will receive your document asks for one. That is usually a court, a government department, an embassy or consulate, or a foreign authority. Each office sets its own rules, so confirm what yours needs before you order.

What is a sworn translation?

A sworn translation is done by a translator who is registered as a sworn translator with a High Court. The translator signs the translation to confirm it is a true and accurate version of the original. A translation you do yourself, or have a friend do, is not a sworn translation.

Sworn, certified, or a signed Declaration of Accuracy?

People use these words loosely, so ask the receiving office what it means by them.

  • Sworn translation: translated and signed by a sworn translator for that language.
  • Certified translation: a term many offices use. Ask whether they mean a sworn translation or whether a signed statement from a qualified translator is enough.
  • Declaration of Accuracy: for some languages there is no court-sworn translator in South Africa. In that case a qualified native translator translates the document and signs a Declaration of Accuracy. Simply Translate is a SATI corporate member and can add a letter confirming that you used our services. Check first that the receiving office will accept this.

Do I also need an apostille?

Only if the document will be used in another country. Which steps apply depends on the document and on the country, so tell us where it is going.

First, check whether the country is part of the Apostille Convention (the Hague Convention of 5 October 1961). DIRCO issues an apostille for use in Convention countries and a Certificate of Authentication for other countries. Being on the Hague Conference status list does not settle every case, so also check the requirements of the destination country. The status list is here.

Then the route depends on what you are legalising:

  • Your translation. The sworn translator signs it, and the Registrar of the High Court verifies the translator’s signature. If the country is part of the Apostille Convention, the High Court issues the apostille. If it is not, the High Court authenticates it and DIRCO (the Department of International Relations and Cooperation) then authenticates that. For these countries the destination’s embassy or consulate in South Africa may ask for a further step, so check with it.
  • Original Home Affairs documents. Original birth, marriage and death certificates and letters of no impediment go to DIRCO directly. They must carry the stamp and signature of the issuing official. DIRCO does not accept abridged computer printouts without a stamp and signature, laminated documents or certified copies.
  • Police clearance certificates. Original certificates from the SAPS Criminal Record Centre go to DIRCO, and DIRCO only legalises them if they are no older than six months. The receiving authority may set its own limit.
  • Qualifications. DIRCO does not legalise the original certificate. The qualification is verified first, for example by SAQA for tertiary qualifications, Umalusi for matric (NSC) certificates issued after November 2008, or the Department of Basic Education. DIRCO then legalises the verification.
  • Other documents such as affidavits, powers of attorney, contracts and divorce orders. These are usually notarised first, then verified by the Registrar of the High Court.

An apostille on the translation confirms the translator’s signature. It does not confirm the original document, which is why the two are handled separately.

Older documents can be a problem. DIRCO advises that documents should not be older than three years, because the issuing official’s signature may no longer be on its records. The receiving country may also set its own age limit, so check with its embassy or consulate.

Some countries also want the documents translated into their own language by a sworn translator. Ask the embassy or the authority you are dealing with.

How do I find out what my office needs?

  1. Ask the office, embassy or lawyer in writing whether they need a sworn translation, a certified translation, or an apostille, and for which language.
  2. Ask whether they accept a South African sworn translator or only translators they name. Some embassies check translations with their own translators.
  3. Send us the request, or a photo of the document, and tell us which country it is for.

What to send us

  • A clear scan or photo of the whole document, including stamps and the back page if it has one.
  • The language you need it translated into.
  • The office or country it is for, and your deadline.
  • Whether you need courier delivery or a scanned copy.

We quote by language and by page or word count.

Questions people ask

Will every office accept a sworn translation?
We can’t promise that. Check with the office that will receive it.

Can I translate my own document?
Not for a sworn translation. A sworn translator must do it and sign it.

What if there is no sworn translator for my language?
We can arrange a qualified native translator with a signed Declaration of Accuracy. Check that your receiving office accepts it.

Get a quote

Phone 011 568 9824 or email info@simplytranslate.co.za. Tell us the language, the number of pages and where the document will be used.

Simply Translate, 44 Melrose Blvd, Birnam, Johannesburg, 2196.