Certified translations for companies

Sworn translations for companies, also known as certified or authenticated, are a service performed by translators with appropriate qualifications, authorized by the relevant state authority – in Poland by the Ministry of Justice. Sworn translators have the right to certify the compliance of a translation with the original, which makes these documents official. Sworn translations for companies are used in court and administrative proceedings, as well as in all situations requiring official documents.

When does a company need a sworn translation?

Companies need sworn translations in cases where formal certification of the translation’s compliance with the original is required. The situations in which companies most often use sworn translations include:

1. Registration and incorporation documents – e.g. when establishing foreign branches; required documents include articles of association, statute, National Court Register and other registration documents.
2. Agreements and contracts – especially those with legal effects in another country, e.g. agreements with foreign contractors.
3. Financial documentation – sworn translations of balance sheets, financial statements and annual reports submitted to foreign institutions, e.g. tax offices.
4. Certificates and permits – including translations of certificates of compliance, licenses and permits required to conduct business.
5. Court and legal documentation – e.g. judgments, summonses or powers of attorney when the company is a party to court proceedings abroad.
6. International tenders – translations of references, certificates or certificates required in foreign tenders.
7. Employee documents – such as certificates of no criminal record, diplomas, professional qualifications required when employing foreigners. In special cases, such as an accident or illness of an employee, sworn medical translations may be necessary.
8. Sworn oral translations – required when a company needs to ensure the consistency and credibility of the message in contacts with offices or in legal situations.

Sworn translations for companies guarantee that the documents will be recognized by foreign institutions and meet formal requirements.

What does the process of implementing sworn translations for companies look like?

Sworn translations for companies are most often carried out in Polish and a foreign language. In the case of language pairs where there is no sworn translator, the translation process is two-stage – with the participation of two translators. The process includes the following stages:

1. Analysis of documents and needs
   • The company reports the need for a sworn translation and delivers the documents to the translation agency.
   • The sworn translator analyzes the documents, assessing the difficulty, volume, specialized vocabulary, and formal requirements.
   • The terms of the order are established, including the deadline, method of delivery, and costs.
2. Pricing and acceptance of the order
   • Our translation agency prepares a preliminary quote based on the number of billing pages (a billing page is 1,125 characters with spaces of the target text) and the complexity of the text.
   • The company approves the quote, which results in placing an order.
3. Document translation
   • Translator a sworn translator performs a translation in accordance with formal requirements and uses appropriate terminology.
   • In the case of a specialist text (e.g. legal, technical) the translator may use industry glossaries or consult experts.
4. Certification of translation
   • The finished translation is certified with the stamp and signature of a sworn translator.
   • The document is provided with a clause indicating whether the translation was prepared based on the original, copy or electronic version.
5. Delivering the translation to the company
   • A sworn translation is delivered in an agreed form, e.g. as a printout or scan or electronically with a certified signature.
   • Possible forms of delivery include personal collection, courier delivery or e-mail, if the institution receiving the translation accepts it.
6. Data archiving and security
   • Sworn translators keep a register of translations performed in accordance with legal requirements.
   • Documents are archived in a secure manner, which ensures the protection of confidential data.

Thanks to this process, sworn translations for companies carried out by Wratislavia Translation House are compliant with regulations, accurate and meet all official requirements – which is crucial for all formal company procedures.