ISO 9001 
ISO 17100 
ISO 18587 LinguaVox helps companies, law firms, universities, public bodies and private clients determine whether they need a sworn translation or a certified translation before documents are submitted to an authority. The difference matters because the correct format is not a matter of translator preference. It depends on the destination country, the receiving body and the procedure in which the translated document will be used.
The two terms are often treated as interchangeable in international communication, but they are not. In Spain, a sworn translation is a specific official format produced by a sworn translator (*traductor jurado*) appointed by the Spanish Ministry of Foreign Affairs for the relevant language pair. In other countries, the receiving authority may instead require a certified translation accompanied by a signed statement of accuracy from the translation company or the translator. A document can be translated correctly and still be queried or rejected if the certification format does not match what the authority expects.
What a sworn translation means in Spain
A sworn translation in Spain is signed and stamped by an officially appointed *traductor jurado* for the language combination concerned. It is commonly requested for birth, marriage and death certificates, criminal record certificates, academic transcripts, diplomas, powers of attorney, company deeds, court decisions, notarial documents and immigration files submitted to Spanish authorities, courts, notaries, universities, registry offices or public administrations.
The sworn translator certifies the translation as a faithful rendering of the original. That does not mean the document will be accepted automatically in every procedure. The receiving body can still ask for an apostille, legalisation, a more recent original, a complete copy or a different delivery format. We therefore ask where the translation will be submitted before confirming the most suitable workflow.
What a certified translation usually means
In many English-speaking and international contexts, a certified translation is a professional translation accompanied by a signed certificate of accuracy from the translator or agency. Depending on the destination country and institution, this may be accepted for academic applications, corporate files, insurance matters, immigration procedures or internal legal review.
A certified translation is not a universal substitute for a sworn translation. A UK university, a US immigration authority, a foreign employer and a Spanish registry office may each use different terminology and ask for different evidence. The safest approach is to follow the instructions of the receiving body and include them with the documents when requesting the quote.
How to choose the right format
The first question is not how important the document is, but where it will be used and by whom. A Spanish birth certificate submitted to a foreign authority may need one format; a foreign birth certificate submitted in Spain may require a Spanish sworn translation; a contract reviewed internally by a company may only need a professional legal translation; and a diploma submitted to a university may require either a certified or sworn version depending on that institution's own rules.
LinguaVox reviews the file, language pair, destination country, intended use and deadline before recommending a format. If the instructions from the authority mention a sworn translator, official translator, certified translation, notarisation, apostille, legalisation, statement of accuracy or original signature, that wording should be shared at the start so there is no ambiguity about the required format.
Translation quality and delivery
Certification format is only one part of the assignment. Names, dates, seals, stamps, handwritten notes, page order, annexes and numbering are checked carefully throughout. Technical, legal, medical or financial documents may also require a translator with subject-matter experience, terminology checks and bilingual revision.
Where the service is contracted under an ISO 17100 workflow, bilingual revision by a second qualified linguist is included. For official documents, the final formatting must also make it straightforward to compare the translation with the original. For non-editable scans, layout reconstruction or additional preparation may be quoted separately.
How to request a quote
Send the files, the language pair, the destination country, the receiving body and the deadline. Include any instructions from the authority, university, court, notary, employer or immigration office. We will indicate whether the project appears to require a sworn translation, a certified translation, a professional translation or another format, while making clear that final acceptance always depends on the receiving body.
Frequently asked questions
Is a sworn translation the same as a certified translation?
No. In Spain, a sworn translation is produced by an officially appointed sworn translator. A certified translation is usually accompanied by a statement of accuracy, but the format and who may provide it varies by country. The correct choice depends on the authority receiving the document.
When do I need a sworn translation in Spain?
A sworn translation in Spain is typically required when a foreign document is submitted to a Spanish court, notary, university, registry office, immigration body or public administration. The authority may also ask for an apostille or other formalities, so its specific instructions should be checked before ordering.
Can LinguaVox provide certified translations for use outside Spain?
Yes. We can prepare certified translations where that is the required format for the destination country or institution. Tell us where the document will be submitted so we can align the certificate and delivery format with the stated requirements.
What happens if I choose the wrong format?
The receiving body may reject the translation or ask for a new version, which can delay the procedure and add cost. That is why we ask for the destination country, authority and purpose before confirming whether sworn or certified translation is more appropriate.
Do apostilles need to be translated?
Often, yes. If the original document has an apostille and the receiving body requires the whole file translated, the apostille may also have to be included in the translation. It is generally better to obtain the apostille before ordering the translation so the final version is complete.
