Document translation services

LinguaVox provides document translation services for international companies, private individuals, law firms, public institutions and organisations that need translated documentation for use in Spain, Europe or other international jurisdictions. Since 2000, we have managed document translation projects in more than 150 languages.

A useful document translation must reflect the original accurately and be prepared for its intended purpose. Names, dates, numbers, official stamps, signatures, cross-references, tables and annexes often matter as much as the main text. When the document will be submitted to an authority, court, university, registry, employer or consulate, the required certification format should be checked before the translation starts.

Specialist document categories

We translate many types of personal, academic, legal and corporate documents. Common examples include:

• Civil certificates: Birth, marriage, death and civil status certificates for registries, immigration procedures or family matters.
• Academic records: Diplomas, transcripts, degree certificates, training records and professional qualifications.
• Corporate agreements: Commercial contracts, distribution agreements, employment documents, purchase orders and internal policies.
• Criminal records: Police certificates and criminal background checks for visas, work permits or administrative procedures.
• Immigration files: Documents required for visas, residence permits, nationality applications and family reunification.
• Court and legal records: Judgments, claims, powers of attorney, notarial deeds and procedural documentation.

The same document type can require different treatment depending on where it will be used. A certificate for a Spanish authority may require a sworn translation, while a similar document for internal review may only require a professional translation.

Managing the documentation workflow

Before work starts, our project managers review the files and check whether they are complete, legible and suitable for translation. If a document is a scan or photograph, quality is important. Cropped margins, unclear stamps, missing pages and handwritten notes can affect the translation.

We prefer to identify these issues at the quotation stage. If a name, date or stamp is unclear, the translator should not guess. The translation can either follow the legible text or mark unclear sections where necessary, depending on the document type and agreed instructions.

For multi-document projects, file organisation also matters. Court bundles, immigration files, corporate records and academic applications may include several related documents. Consistent file naming and page order reduce the risk of confusion during submission.

Certified, sworn or professional translation

The type of translation required depends on the receiving body. A document translated for internal business review may not meet the formal criteria for a court, university, registry or immigration office.

• Sworn translation: In Spain, this is signed and stamped by a sworn translator-interpreter appointed by the Spanish Ministry of Foreign Affairs, European Union and Cooperation.
• Certified translation: In some countries, this may involve a certificate or statement of accuracy from the translator or translation company.
• Professional translation: For internal review, commercial use or preliminary assessment, a professional translation by a qualified linguist may be sufficient.

The client should confirm the receiving body’s requirements when possible. LinguaVox can help prepare the translation according to the information provided, but final acceptance depends on the authority or organisation receiving the document.

International use and jurisdiction

Document translation requirements vary by country. Spain, the United Kingdom, the United States, Ireland and other jurisdictions use different terminology and administrative procedures. “Certified translation”, “sworn translation”, “notarised translation” and “legalised translation” are not always interchangeable.

A document may also require an apostille or legalisation before translation, especially if it was issued in one country and will be used in another. This is separate from translation itself and should be checked with the receiving authority.

Delivery format and client instructions

Delivery format should be agreed before the project starts. Some clients need an editable Word file, others need a PDF, bilingual table, certified copy, printed delivery or layout reconstruction. If the document will be uploaded to an online platform, file size, naming conventions and page order may also matter.

Clear instructions help avoid rework. If the translation must follow a previous version, use a specific spelling of a name, preserve bilingual labels or include translator notes for unclear elements, this should be stated at the beginning.

Accuracy and final checks

Our document translation workflow focuses on names, numbers, dates, stamps, seals, signatures, annexes, tables and internal references. For legal, medical, financial or technical documents, the translator’s subject-matter experience is also considered.

Where the project requires independent revision, a second linguist can check the translated text against the source. Final project-manager checks focus on delivery format, file naming, page order and specific client instructions.

Frequently asked questions