Guide
Certified, notarized, sworn, or apostilled: which do you need?
These four terms are often confused, and paying for the wrong procedure wastes time and money. Here is what each term means and what the major authorities require for Japanese documents.
Certified translation
A certified translation is accompanied by a signed statement from the translator confirming that the translation is a complete and accurate rendering of the original Japanese, and that the translator is competent in both languages. The statement includes the date, the translator's name, signature, and contact details. No government body is involved; the certification is the translator's professional attestation.
This is the standard format required by USCIS in the United States, UKVI in the United Kingdom, and the Department of Home Affairs in Australia. No additional notarization is required by these agencies.
Notarized translation
For a notarized translation, a notary public witnesses the translator signing a sworn statement about the translation. The notary verifies the identity of the signer, not the quality or accuracy of the translation itself. Notarization adds legal formality rather than linguistic review.
Most immigration authorities do not require notarization. It is necessary in two main situations: for IRCC in Canada, which requires a translator's affidavit sworn before a notary when the translator is not a Canadian certified translator; and for specific institutions, such as certain US state motor vehicle agencies or banks, that request it explicitly. Unless your receiving authority specifies notarization, you do not need it.
Sworn translation
In many civil-law jurisdictions, such as France, Germany, Spain, and Brazil, courts appoint official sworn translators whose work carries legal status. Japan has no equivalent system. There is no court-appointed or state-licensed translator register in Japan, and translators in Japan cannot hold a sworn credential in that legal sense.
When an authority in a civil-law country requests a sworn translation of a Japanese document, two options are typical: hiring a sworn translator of Japanese in that destination country, or submitting a certified translation with additional authentication, such as notarization or an apostille. You should confirm with the receiving office which approach it accepts.
Apostille
An apostille authenticates the signature or seal on an official public document for use in another country party to the Hague Convention. It applies to the public document itself, or to an attached notarial certificate, not to the translation itself. In Japan, apostilles are issued by the Ministry of Foreign Affairs. You generally need one only if the receiving authority explicitly requires legalization of the original document.
What each authority requires
| Authority | Requirement |
|---|---|
| USCIS (US) | Certified translation. No notarization or specific accreditation is required (8 CFR 103.2(b)(3)). |
| UKVI (UK) | Certified translation with translator's name, signature, date, and contact details. Credentials are also required for in-UK applications. |
| Home Affairs (Australia) | Certified translation. Outside Australia, NAATI accreditation is not required, but the translator's details, qualifications, and experience must be stated. |
| IRCC (Canada) | Certified translation accompanied by a translator's affidavit sworn before a notary public, unless prepared by a Canadian certified translator. |
| US state DMVs, universities, state registries | Requirements vary; some institutions accept translations only from designated providers. Confirm requirements before ordering; known cases are flagged on our order form. |
Common questions
Can I certify my own translation for USCIS?
USCIS regulations do not explicitly forbid translating your own documents, provided the certification confirms your competence and the translation's accuracy. However, immigration officers may question a self-interested certification. Canada (IRCC) explicitly prohibits translations prepared by the applicant or family members. For an official visa or immigration application, an independent third-party certified translation is the safe default.
Is a certified translation the same as an apostille?
No. A certification attests to the accuracy and completeness of the English translation. An apostille authenticates the signature or seal on an original public document, or on a notarial certificate, for international use. Most applications require only a certified translation; an apostille is needed only if the authority specifically requests document legalization.
The authority asked for a "notarized translation": what should I do?
First confirm whether the receiving office requires notarization of the translator's statement, which is common, or formal legalization of the original Japanese document through an apostille. For translator statement notarization, we can arrange an appointment with a Japanese notary public and quote the procedure individually. Because this involves an in-person appearance and international mail of the signed original, allow 1 to 2 weeks instead of our standard 48 hours. If your receiving authority is located in the United States, a US-based translation company can usually have the same work notarized locally faster and for less; we will let you know if that is the better option for your filing. Contact us with the exact instructions from the authority and we will provide a quote.
Every order from Japan Translations includes a certified translation in the format required by USCIS, UKVI, and the Australian Department of Home Affairs. For IRCC applications, we prepare the notarized affidavit.
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