Things To Know Before Ordering Translation Online: Simple Tips To Save Time And

Why? Because these documents need to meet very specific requirements. And small mistakes can turn into big problems: delays, extra costs, or even rejection of your papers. The good news is — all of this is easy to avoid if you know what to look out for. Here’s a quick guide to help you get everything right from the very start.

Not All Translations Are The Same

Let’s clear this up first. A translation for personal use — say, translating a letter or a recipe — is very different from a translation for immigration, school, or legal purposes. Official documents usually need a certified translation. That means the translator doesn’t just translate your document — they also sign a certificate confirming the accuracy of the translation.

In some cases, you might also need a notarized translation. That’s basically a certified translation, but with an extra step: the translator’s signature is verified by a notary public. If you’re not sure which one you need, it’s always best to check directly with the organization requesting your documents. That small step can save a lot of time later.

Your Document Should Be Clear And Complete

It might seem like a small thing, but the quality of the file you upload can seriously affect the speed and quality of your translation. If the translator can’t read your document clearly — that means delays, questions, or even extra fees for re-uploading a better version. So, what makes a good upload? Here are a few simple tips:

1. Place your document on a flat surface. A table or desk works best.
2. Make sure there’s good lighting — natural light or a bright lamp from above. No dark shadows across the text.
3. Hold your phone directly above the document (not at an angle).
4. Capture the entire page — all corners should be visible.
5. Avoid using filters or editing apps that might blur the text.
6. Double-check the photo before sending: can you read every word easily? If yes — it’s good to go.

If you have access to a scanner — that’s even better. Scanned documents in PDF format are always ideal. But a clean, clear photo from your phone is usually enough if done right. And one more thing: make sure all pages are uploaded. If your document has two sides — include both. Missed pages are one of the most common reasons translations get delayed.

Double-Check Name Spellings And Details

Names, dates, places — these little details matter more than you think when it comes to official documents. Remember: translators don’t guess how your name should look in English. They copy it exactly as it appears in the original document — unless you tell them otherwise.

But here’s the tricky part. Sometimes names are written differently in passports, ID cards, or birth certificates. Especially if documents are from different countries or languages. For example:

1. Your passport says Olena but your birth certificate says Olha.
2. Your last name has different spelling in an older document.

That’s why it’s smart to leave a note when placing your order. Most good services have a comments field just for this. Use it to clarify:

1. Correct spelling of your name
2. Preferred date formats (like MM/DD/YYYY or DD/MM/YYYY)
3. Special notes (like leaving certain words untranslated)

Double-checking this information upfront saves time and avoids mistakes later — especially if you’re submitting to USCIS or a government office.

Certified Or Notarized — Know What You Need

Now let’s clear up another common question: do you need a certified translation, a notarized one, or both? The answer depends on where and how you’ll use your translated document.

A certified translation is what most people need. This means a professional translator has completed your translation and provided a signed certificate confirming its accuracy. This is what USCIS, schools, banks, and most agencies ask for.

A notarized translation adds one extra step. After the translator signs the certificate, a notary public verifies the translator’s identity and adds their stamp. It doesn’t mean the notary checks the translation — only that the translator’s signature is real. When is notarization needed?

1. Court cases
2. Some international document uses
3. Certain banks or government offices outside the U.S.

If you’re unsure — don’t guess. Check with whoever is requesting your document. Usually, they’ll say clearly: “Certified translation required” or “Notarized translation required.” And remember: with services like RapidTranslate, you can easily select notarization as an extra option when placing your order — so you’re covered either way.

Choose A Trusted Service

When it comes to translating official documents, not all online services are equal. Look for signs that a company takes your documents seriously:

1. Real human translators, not just machine translation
2. Certified translations that meet USCIS or government standards
3. Clear process with file upload, comments, and revisions
4. Data security and confidentiality
5. Verified customer reviews from real people

RapidTranslate.org, for example, checks all these boxes. They’ve translated over 467,000 documents, support more than 60 languages, and offer a 100% USCIS acceptance guarantee. Plus, they’ve got thousands of verified reviews from customers who’ve used their service for everything from green card applications to university admissions.

Ordering a translation online can be quick and stress-free — if you know what to check before you start. Clear document photos, correct name spellings, and understanding whether you need a certified or notarized translation will save you time and help avoid mistakes. And most importantly — always choose a trusted service that works with official documents every day and knows exactly what different institutions require.