In the experience of MS Mostowy Translator’s Office, very often clients contact us by mail or phone, asking if it is possible to prepare online certified translations, without delivering the original paper document to our office. Another frequently asked question is: are we able to provide translation quotation based solely on scans?
Thus, in this article, we will try to describe the issue of online certified translation, what does it looks like – especially in terms of ordering, quotation, and delivery logistics. We will also explain when such online certified translation in Poland might be needed. Lastly, we will discuss, if the original paper version of online certified translation in Poland is needed and in what kind of situations.
What is online certified translation in Poland?
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One of the services that MS Mostowy Translator’s Office provides is online certified translation. By online certified translation, we understand the electronic version of the certified translation that is most commonly send to our clients in the form of a scan, by email message.
Basically, online certified translation is a normal certified translation, which is usually printed out, stamped and personally signed by the sworn translator. This way, the translation has the official validity and might be accepted by any official institution in Poland. In the case of online certified translation, after the paper translation is stamped and signed by the sworn translator, it is then scanned, so that it also exists in the electronic form of the PDF file.
MS Mostowy Translator’s Office always provides certified translation of the highest quality, even when it is prepared from the scan or other electronic copy of a source document. The only detail differentiating certified translation from online certified translation will be the annotation at the very end of translation, in the sworn translator’s certification, where in the place of “translation from original,” will be: “translation from scan/copy”.
Online certified translation from original can only be prepared, if a sworn translator is provided with the original document in person, so that they can check the security elements that very often are embedded in the original, physical copy of a source document.
Most security elements are not visible on the electronic copy or scan; thus the translator cannot describe them properly, and in the end cannot perform translation from original. Thus, the translation “from scan/copy” appears on such online certified translations, when the original is not presented to the sworn translator.
When might clients need online certified translation?
This particular offer of online certified translation is mostly directed at clients who are unable to provide us with the original source document, yet they require a swift translation service in the very short period of time.
Mostly, online certified translation in Poland is prepared by MS Mostowy Translator’s Office in the case, when clients who need our assistance are living abroad and rarely visit Poland, but at the same time they have some urgent official matters that need to be reviewed by official institutions in Poland.
Most commonly occurring situations, tackle the case of inheritance proceedings that might be conducted by court, or by notarial offices. In these cases, if the beneficiary lives abroad or if the testator/decedent lived abroad, it will be compulsory that the parties involved provide the court or notarial office with all the necessary documents to viably carry out the proceedings.
Both the court or notarial office might require documents and certified translations of e.g., last will and testament, European Certificate of Succession, death certificate of the decedent, birth certificates of all the successors, sometimes even marriage certificates, and so on.
It follows from the experience of our translations office that in a myriad of cases both court and notarial offices, accept online certified translations from scans/copies, so there is no need to present or deliver the original document to our translation office.
Of course, there are exceptions to this rule, so it is always best (as well as strongly advised by our office) to directly contact the institution, where the client will submit their documents and ask the clerk or notary directly, if they require translations from scans or originals. This way, the client will always have the most relevant information and there will be no risk of the institution rejecting the online certified translations.
Therefore, if the successors live abroad and visit Poland rarely, the service of online certified translation will be a perfect solution for them, as it requires them to only send us scans of all the necessary documents by email and the rest of the process – that is the estimation of cost, delivery and placing the order – might be handled completely remotely.
Remote ordering and scan based quotations – step-by-step guide
Now, you might be wondering how exactly our online certified translation service works. Here are just a few simple steps that will allow you to place the translation order completely remotely and receive a high-quality online certified translation:
1. Contact our office – you may email or call us to ask for details. Then, we will ask you to send us a scan of your documents to our email address.
2. Online translation quote – our experts will provide a preliminary quote for the online certified translation service as quickly as possible, after they have a look at received scans.
3. Acceptance – if you agree to our pricing terms, we will describe payment methods and turnaround time in the email. If you are a first-time client, it will be necessary to make a downpayment and send us the confirmation of payment. Then, we will proceed with your translation order.
4. Certified translation is completed by the sworn translator online – the sworn translator, in accordance with professional ethics and legal provisions, will prepare a high-quality online certified translation, which is then certified, stamped and signed by the said translator. This way, the online certified translation becomes a legally viable document.
5. You provide the original official documents – if you need an online certified translation with the annotation “from the original”, then we will ask you to provide us with the original documents for review. If you are unable to do it personally, you may ask someone else to deliver it to our office, or you may send us this documents by Postal Service.
After sworn translator checks these original documents, they will be returned to you intact, together with finished translation. If the online certified translation “from scan/copy” is sufficient, you do not need to provide us with original documents.
6. Delivery/Pick-up of the finished online certified translation – Once the online certified translation is completed and signed by the sworn translator, we will send it to you in the electronic form of a scan via email. Then, the original paper version will be sent to you by Postal Service or some other delivery company.
Would you like to order a certified translation online? Do you have additional questions or concerns? We would be happy to provide you with the necessary information! You may contact us by phone or email.
Remote delivery options – how can online certified translation be delivered?
Since the whole process of ordering a translation and providing a quote remotely has been described above, you might be wondering now, what exactly are the options for the delivery of online certified translation.
Basically, once the translation of source document is completed by the sworn translator, the translation is printed out and then the sworn translator provides an ink seal and a handwritten signature, certifying that the translation is true to the source document.
After that, in the case of online certified translation, we make a scan in the PDF file and send this electronic form of a translation to our client. Then, if the client requests to send them original paper version, we may do it in two different ways, depending on the clients residential address.
If the client is based in Poland, but it is not possible for them to collect the document personally, Kancelaria Tłumacza MS Mostowy may either send the paper version by the Postal Service or by a delivery company, such as e.g., Inpost, DPD, etc.
However, if the client lives abroad, the only possibility of receiving the original paper document is to send it by Postal Service. In this case, our client has to provide us with the destination address. Then, we will prepare this parcel and send it to them by registered priority letter. The cost of this service depends on the region of the world or country where this online certified translation has to be delivered.
Once the document is shipped, we will provide our clients with the tracking number by email, so that they can have access to every step of their documents’ journey. The tracking number also allows our clients to manage the parcel, especially if they know that they will not be present at the destination address, on the day of delivery.
Online certified translation – are the originals needed and when?
One might wonder if the online certified translation is possible to order and deliver completely remotely, are there any situations that will require from the client to demonstrate the paper version of original documents?
Indeed, there are situations that will require the clients to provide us with the original source document, so that the sworn translator can prepare online certified translation “from original”.
From the translators’ perspective, online certified translation, as well as in-person standard certified translation, can always be prepared from scan or copy of the source document. However, such translations are not always accepted by the authorities or official institutions.
For example, every time the clients need to register marriage, birth, or death in the City Hall Register, they will be obliged to provide the sworn translator with the original source document. Otherwise, the certified translation will be rejected by the City Hall, as they always require only online certified translations from original. Moreover, it is also necessary to bring both original and certified translation to the City Hall, in order to have your case processed successfully.
Another situation when the original documents might be required is submitting your diploma or supplement for university degree enrollment. In Kraków, some of the universities also require solely the online certified translation from original, otherwise the documents are not accepted. In this case, it is always necessary to consult this issue directly with the university authorities, responsible for enrollment.
Also, during inheritance proceedings, it might happen that some judges or notaries will require online certified translation from original, not from scan/copy. As it was stated before, in our experience, in most cases, notarial offices and courts have no issue with accepting the online certified translation that is performed by the sworn translator “from scan/copy”.
However, since this issue is utterly discretionary, it will be the safest option to consult the required form of the online certified translation directly with judge or notary, who will handle our documents and hearings. This way, the client might be sure that their translation will be prepared in accordance with the requirements of the given official institution.
Online Certified Translation – Summary
Online certified translations (in electronic form), both from and into a foreign language, are performed by authorized sworn translators. Kancelaria Tłumacza MS Mostowy collaborates with various sworn translators from different parts of Poland, who specialize in many foreign languages.
The online certified translation is stamped with the appropriate seal and signed by the sworn translator. The sworn translator, who performs the online certified translation order, is always listed in the register of sworn translators, which is kept by the Minister of Justice in Poland.
Thus, the clients might be sure that the sworn translator, who prepares their translation, has the required authority to perform such online certified translations. This particular type of certification makes these online sworn translations viable in all official situations, both in Poland and abroad.
Online certified translation can save our clients a lot of time, especially when they need a certified translation of a document, in a very short period of time, and they have no possibility of appearing personally in our translation office.
At the same time, just as with standard in-person translation services, Kancelaria Tłumacza MS Mostowy ensures to provide the highest quality of service, as well as the protection of clients’ personal data. Kancelaria Tłumacza MS Mostowy maintains 100% confidentiality throughout all remote processes, encompassing: ordering, quotation, and translation.
FAQ:
For some preliminary procedures (like sending documents to a lawyer or an initial court filing), the PDF scan is often enough to get the process started. However, most public offices will eventually ask to see the physical paper translation bearing the translator’s wet ink signature and seal.
Absolutely. MS Mostowy Translator’s Office strictly adheres to GDPR regulations. We maintain 100% confidentiality throughout the entire remote process—from the initial quotation to the final delivery.
If you know you will need to submit your sworn translation to more than one institution (for example, one for the registry office and one for a notary), we can issue several original physical copies. Each copy will bear the sworn translator’s wet ink signature and official seal. Please let us know how many copies you need when requesting a quote, as additional copies ordered at the same time are usually offered at a significantly reduced rate.
We collaborate exclusively with authorized sworn translators. Every translator performing certified orders for our office is officially listed in the Register of Sworn Translators maintained by the Polish Ministry of Justice.
Yes, you can use your smartphone to capture the document, but the photo must be of very high quality. The text must be perfectly legible, all edges of the page must be visible, and there should be no glare or shadows obscuring any stamps, signatures, or dates. For the best results, we highly recommend using a free mobile scanning app (like Adobe Scan or CamScanner) to save the document as a clear, flat PDF file.
