Certified translation — documents, steps and pitfalls
Before translating anything, identify the certification system the receiving authority accepts: NAATI (Australia), sworn translators (Germany, France, Spain, Italy), certified translation with a Certificate of Accuracy (US/UK), or a Ministry of Justice registered translator for Thai courts.
Documents to prepare
- Original or freshly issued certified copy from the issuing authority (not a photocopy)
- Passport copies of every person named, so spellings match exactly
- Any written requirement from the receiving body (university, embassy, employer)
- A list of preferred spellings for names of companies, temples or villages
- Power of attorney if someone else handles the process for you
- High-resolution colour scans for the pre-check before originals are sent
Step-by-step procedure
1. Confirm destination and system
Tell us the country, authority and purpose so the correct certification route is chosen from the start.
2. Pre-check the source document
Validity, seals and name spelling against the passport are verified before translation begins.
3. Translate and double-review
A translator plus an independent reviewer check figures, dates and official body names.
4. Issue the certification
A Certificate of Accuracy is attached, or the file is routed into the sworn/NAATI system required.
5. Continue the legalisation chain
For foreign government use, the file continues to the Department of Consular Affairs and the destination-specific step.
Pitfalls to avoid
- Name spelling that differs from the passport is the number one cause of rejection.
- Self-translation or a provider outside the accepted system is usually refused even when accurate.
- Do not unstaple or rebind a certified set — broken cross-page seals invalidate it.
- Some documents have a short acceptance window; plan backwards from your appointment date.
Advisory tips
- Agree on the English names of Thai authorities up front to avoid follow-up queries.
- Keep one spare certified set before submitting anything.
- If several countries are involved, say so early so one original set can serve all of them.
Let us handle it end to end
Prefer not to handle the queues yourself, or worried about a rejection? Send us photos of your documents for a free pre-check. We handle the full chain — obtaining certified copies, translation, certification and submission — and keep you updated at each step. Reach us on LINE, phone or email during business hours.
Let us handle it end to end