Choosing a translator whose work an authority will actually accept

When a document gets rejected by SARS, Home Affairs, or a court because the translation falls short of what the authority needs, the damage is already done. You've lost time, money, and momentum. The problem rarely stems from poor writing—it comes from choosing someone whose credentials or understanding of the specific authority's requirements don't align.

Many people treat translation as interchangeable: any fluent bilingual will do. That thinking breaks down the moment an official body scrutinises the work. An authority doesn't care how eloquent the translation reads; it cares whether the translator holds the right qualifications, whether they understand what that particular body demands, and whether they've translated similar documents before. Rush this step, and you'll end up paying twice—once for the rejected translation and again for a corrected one from someone who should have been hired first.

Credentials that an authority will actually verify

Before anything else, ask the translator for proof of their professional registration. Many authorities won't accept a translation unless the translator belongs to a recognised professional body. Ask directly: "Which professional body are you registered with, and can you provide your registration number?" Write it down, then verify it yourself on that body's website—don't rely on their word. A translator without any professional affiliation is a red flag when a government department or court will be scrutinising the work.

Next, ask what specialisations they hold. A translator who is competent in general business correspondence may lack the technical vocabulary for a medical document or the legal precision required for a property deed. Ask them to describe the kinds of documents they translate most often. If they say "everything," press them: what documents have they completed in the last six months? Someone who is genuinely specialised will have examples and a clear sense of their own boundaries.

Finally, confirm they've worked with the specific authority before. If you're translating for the Department of Home Affairs, ask if they've done asylum applications, visa renewals, or affidavits for that department. If it's SARS, have they handled tax returns or financial statements that SARS has accepted? An authority often has unwritten preferences—formatting quirks, terminology they expect, signature and certification conventions. A translator who has navigated these before will get it right the first time.

The certificate and format matter as much as the translation itself

An authority doesn't just need the document translated; it needs it certified in a way that satisfies their own rules. Different bodies have different standards for what a certification must include: the translator's qualifications, a statutory declaration, specific wording, a signature in a particular place, and sometimes even a stamp. A translator who has worked with that authority knows exactly what to include.

Before you commission the work, ask the translator to send you an example of how they certify their translations. Show them the body that will receive it, and ask them explicitly: "Have you certified translations for this authority before, and does your standard certificate meet their requirements?" If they hesitate or give a vague answer, ask them to contact the authority first to confirm. This is not paranoia; it's the difference between acceptance and rejection.

Narrow down by asking about their workflow with you

Once you've vetted credentials and specialisation, the last filter is practical: how will they handle your specific document? Share a small sample or a full copy and ask how they would approach it. What questions would they ask you? Would they clarify ambiguous terms, check facts, or follow up on illegible sections? A careful translator will spot gaps and ask before translating, rather than guessing and getting it wrong.

Also ask how they'd handle turnaround and revisions. If the authority rejects part of the translation, can they rework it quickly? Will they charge for revisions if the rejection stems from their error, or is that built into their service? A translator who stands behind their work and has processes in place for corrections is someone you can trust.

Once you've narrowed your candidates down to someone with the right credentials, the right specialisation, experience with your specific authority, and a clear process, you're ready to commission. On Strove, you can request quotes from verified translators and see their details upfront—check their registration and past work in documents before you book.