What to hand a sworn translator, and getting the apostille too

A sworn translator isn't just someone who translates well — they're a gatekeeper. Their stamp, signature and registration number carry legal weight. For government bodies, banks, embassies and courts, that credential matters more than word-for-word perfection. But before you book, you need to know what to bring them and what else you'll need to do to make your translated document official.

The apostille often catches people off guard. It's a separate process from the translation itself, and timing it right saves frustration. This guide walks you through what goes to the translator's desk and what comes after.

Documents they need, and how to give them

Sworn translators work from originals or certified copies. If you're handing over originals — a birth certificate, degree, passport — bring them in person if you can. That lets them sight and copy the format, watermarks and official marks, all of which they'll reference in their affidavit. If distance is an issue, ask whether they accept certified copies sent digitally; many do, but not all.

Bring the clearest versions you have. Faded photocopies, water-stained documents or photos taken at odd angles slow the translator down and can prompt them to ask for re-submission. If a document is in poor condition, get a certified copy from the issuing authority first — it costs less than paying the translator to flag it and wait.

If your document has sections in multiple languages, flag that upfront. Some sworn translators handle only one language pair; others charge differently for mixed-language work. Tell them the field too: legal documents, birth certificates, academic transcripts and property deeds each have their own conventions and terminology.

Give them a written brief of why you need it translated. Is this for a visa application, an employment contract, a court case, or a professional registration with a UK body? The purpose shapes how the translator certifies their work and what they include in the affidavit. It also helps them spot if you've chosen the right service: sometimes you need a certified copy, not a sworn translation, or vice versa.

The apostille: what it is and why you'll need it

An apostille is a certificate issued by the Department of Justice that authenticates the signature, seal or stamp on a document. For international use, many countries won't accept a South African sworn translation without it.

Here's the sequence: the sworn translator completes the translation and signs the affidavit. Then you take that affidavit (and sometimes the original or certified copy) to the Department of Justice office in your province to get the apostille attached. The apostille certifies that the translator's signature is genuine — it's the international seal of approval.

You cannot get an apostille until the translation is done. Some translators offer to submit documents for apostille on your behalf; others expect you to handle it. Ask them directly. If they handle it, confirm whether the fee they quote includes the apostille cost (the Department of Justice charges a fixed amount per apostille) or if that's additional.

Turnaround matters. A sworn translation can take 5–10 working days depending on length and complexity. The apostille itself takes 2–5 working days once submitted. If you're under deadline, tell the translator upfront; some can prioritise, though this may cost more.

Getting it right the first time

Ask the translator to confirm, before they start, that the translation will be accepted for your specific purpose. A translation certified for Home Affairs immigration purposes isn't the same as one for a bank or a professional body in another country. Different organisations have quirks: some require the translator to include their SARS tax number, others don't; some want the affidavit signed in blue ink, others black.

Check their registration. Ask for their registration number with the Department of Justice or relevant professional body — don't assume they're legitimate because they advertise online.

When you collect the finished translation, inspect it. The affidavit should be signed and dated, the translator's credentials stated, and the document neatly presented. If anything looks incomplete or unclear, raise it before you leave.

Finding a sworn translator who's organised, understands your specific need and can advise you on the apostille process saves weeks of back-and-forth. On Strove, you can compare verified translators, see which ones handle apostilles, read what past clients say about their turnaround and attention to detail, and book one confident you're getting someone legitimate.