Questions to ask before commissioning a sworn translation
Learn the essential questions to ask a sworn translator before commissioning your document, from credentials to turnaround and apostille arrangements.
You've got an official document — an overseas qualification, a marriage certificate, a company registration — that needs a sworn translation. You found someone with "sworn translator" in their title. Before you send it over, you need to know exactly what you're paying for and whether they can actually deliver something that won't be rejected.
The best way to vet a sworn translator isn't to ask for a sample or a cheap trial translation. It's to ask the right questions upfront, listen to how they answer, and spot the difference between someone confident in their credentials and someone winging it.
Are you a sworn translator, and under which body?
This is the first filter. A genuine sworn translator has completed formal accreditation through a professional body — typically the South African Translators' Institute (SATI), the Chartered Institute of Linguists (CIOL), or equivalent depending on language and jurisdiction. They should name it without hesitation and offer their registration number on the spot.
What you want to hear: "I'm registered with SATI under the code [number], and my field is legal and immigration documents."
What should make you pause: "I've done lots of sworn translations" or "I work with government departments" — neither confirms actual accreditation. If they're vague, ask them to send their registration certificate. A legitimate translator won't mind.
Can you handle this specific language pair and document type?
Sworn translators often specialise. One might excel at Afrikaans-to-English legal contracts but have no experience with Portuguese birth certificates. Another might focus on visa applications but avoid financial statements. A language pair can sound straightforward — "French to English" — but the document's purpose matters enormously. A sworn translator certifying a university degree isn't the same as one certifying a court judgment.
What you want to hear: "Yes, I've done dozens of Ukrainian-to-English educational documents for Home Affairs submissions. I know their exact format requirements."
What should concern you: "French and English? Sure, I can do it" without naming the document type or institution they're translating for. Depth matters more than willingness.
What's your turnaround, and what if there are unclear passages?
Sworn translations aren't quick, but they shouldn't be vague about timing. A translator juggling ten documents will give you a date; one who says "a few days, maybe a week" is dodging. Equally important: ask what happens if the original is smudged, poorly scanned, or uses archaic language they can't confidently interpret. Do they ask you for clarification? Do they note it in the translation? Do they refuse the job?
What you want to hear: "I'll have it to you by Thursday. If I find anything unclear — a faded stamp, dialect I can't pin down — I'll ring you before I proceed. I note any ambiguities in the translator's declaration."
What's a red flag: "I'll just translate what's there" suggests they won't flag problems, meaning Home Affairs or an embassy might reject it later for gaps they could have avoided.
Will you provide the sworn declaration and apostille?
A sworn translation isn't complete without the translator's signed declaration of accuracy. Some also offer an apostille (the international witness stamp) as part of their service; others don't. Some will point you to a notary or CIPC office; some expect you to arrange it. This affects your timeline and total cost.
What you want to hear: "I'll provide the sworn declaration with my signature. For the apostille, I can arrange that through my CIPC contact — takes 3 business days extra — or you can take it to CIPC yourself if you'd rather."
What suggests disorganisation: "I'll do the translation, and you sort out the rest" — you'll waste time chasing signatures and offices.
Once you've asked these, you'll know whether you're talking to someone who's done this a hundred times or someone treating it as a sideline. A verified sworn translator on Strove will answer all four with specifics, not generalities. That's your sign you can move forward confidently.
Common questions
- What's the difference between asking a sworn translator these questions myself and just checking their references?
- References show past clients were happy, but they don't reveal whether the translator understands your specific document type or knows current Home Affairs rejection patterns. Direct questions also let you assess their confidence and professionalism on the phone in real time — something a reference can't capture.
- If a translator is registered with SATI, do I still need to ask about their experience with my language pair?
- Yes. SATI registration confirms they're accredited, but it doesn't mean they specialise in your language or document. A SATI member might focus on Afrikaans contracts while you need Portuguese immigration documents — always confirm they've actually done your exact type of work.
- What should I do if a translator seems evasive about their registration number or body?
- Don't proceed. Ask them to email proof of registration. If they can't or won't, they may not be properly accredited, and Home Affairs or an embassy will likely reject the translation. A legitimate translator has nothing to hide and keeps their certificate handy.
- Can I use the same translator for all my documents, or should I shop around?
- If one translator has handled your language pair and document type well before, they're worth using again. But if you're moving to a different document type — say, from a degree to a marriage certificate — it's fair to ask whether that's outside their usual work and whether they'd recommend someone more specialised.
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