If you submit documents to Immigration, Refugees and Citizenship Canada (IRCC) that are not in English or French, you must provide the original document, a translation, and an affidavit. If you use a certified Canadian translator, the affidavit is not required, making the process significantly smoother.
When applying to immigrate, study, or visit Canada, gathering your paperwork is often the most stressful part of the journey . Whether you are aiming to settle in Toronto, study in Vancouver, or work in Halifax, Immigration, Refugees and Citizenship Canada (IRCC) has extremely strict rules regarding how foreign documents must be presented. If your birth certificate, marriage certificate, or police record is in a language other than English or French, you cannot simply upload it and hope the immigration officer understands it.
Submitting improperly translated documents is one of the leading causes of visa delays or outright refusals in Canada. As of May 2026, IRCC uses highly formalized guidelines to ensure all foreign documents are authentic and accurately translated 📋. This guide will walk you through the step-by-step process of translating non-English documents for your IRCC visa applications, highlighting when you need a certified translator and when you might need to swear an affidavit before a local notary public.
Step-by-Step Process to Translate Non-English Documents in Canada
Translating documents for IRCC requires absolute precision. Generally, whether your application is being processed inside Canada or at an overseas visa office, the rules remain the same. Working with a local Canadian immigration lawyer can help ensure your documents meet these high standards.
Step 1: Identify Which Documents Require Translation
Before you spend any money, review your IRCC document checklist. Any document that contains foreign text-even if it is just a small stamp on a passport page or a seal on a university diploma-must be translated. Common documents include birth certificates, marriage licences, divorce decrees, bank statements, and reference letters from former employers . You must scan the original foreign language document in full colour.
Step 2: Choose a Certified Canadian Translator
The easiest route is to hire a certified translator who is in good standing with a provincial or territorial translation association in Canada. For instance, if you are in Ontario, look for someone accredited by the Association of Translators and Interpreters of Ontario (ATIO). When a certified translator does the job, they will provide the English document with their official stamp and certification number 👨🎓. This means you do not need to take any extra legal steps, as IRCC automatically trusts their credentials.
Step 3: Using an Uncertified Translator and Getting an Affidavit
If you cannot find a certified translator for your specific dialect, or if you use a translator based outside of Canada, the rules change drastically. IRCC will accept translations from uncertified professionals, but the translator must swear an “affidavit” 🗂. This is a legal document where the translator swears under oath that the translation is an exact and accurate representation of the original text. They must sign this affidavit in front of a Canadian notary public, commissioner of oaths, or a lawyer.
Step 4: Combining the Document Package for Upload
When you are ready to submit your online application, you cannot just upload the English version. IRCC demands a specific bundle. You must combine the files into a single PDF for each requirement. The PDF must include: a clear copy of the original document, the English translation, and the affidavit (if you did not use a certified Canadian translator). Do not submit photos of documents taken from poor angles; use a proper scanner.
How Much Does Document Translation Cost in Canada?
The cost of preparing your documents can add up quickly, especially if you have a large family applying for permanent residency. Budgeting for these fees is a crucial part of your immigration journey.
| Service | Estimated Cost (CAD) |
|---|---|
| Certified Canadian Translator | $50 to $120 CAD per page, depending on the language rarity. |
| Uncertified Translator (Overseas) | $20 to $60 CAD per page. |
| Notary Public (For Affidavit) | $40 to $80 CAD per signature/affidavit. |
| Immigration Lawyer Review | $150 to $350 CAD for a document package review. |
How Long Does the Translation Process Take?
Finding a translator and getting the documents back generally takes 3 to 7 business days in Canada . If you require an affidavit from an uncertified translator, coordinating an appointment with a notary public might add an extra 1 to 3 days. Never leave translations to the last minute, especially if you have a tight 30-day deadline to respond to a specific IRCC request letter.
Frequently Asked Questions (FAQ)
Can a family member translate my documents for IRCC?
Absolutely not. IRCC strictly forbids translations completed by the applicant, their family members (parents, siblings, spouses, etc.), or anyone who currently resides at the same address. The translation must be done by a neutral, third-party professional.
Do I need to translate the visa stamps in my passport?
Yes, if IRCC specifically requests a full copy of your passport including all pages with stamps. If those entry/exit stamps are in a language other than English or French, they must be translated to prove your travel history.
What is a “certified true copy”?
A certified true copy is when a notary public or lawyer compares a photocopy to the original physical document and stamps the photocopy to verify it has not been altered. IRCC sometimes requests this alongside translations for highly sensitive documents.
Should I hire an immigration lawyer to help with my application?
While not legally required, hiring an immigration lawyer from our directory can save you from costly mistakes. A lawyer will review your translations, ensure the affidavits are legally sound, and verify that your package meets all federal standards.
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