Sworn translation of documents - key principles

Sworn translations of documents are a key element of most legalisation procedures in Poland. Translation of documents into Polish by a sworn translator is required by law, and the successful processing of an application for legalisation of residence often depends on it. Many foreigners wonder when exactly sworn translations are needed and where they can be done in accordance with Polish regulations.

When are sworn translations compulsory?

Sworn translations are required for all documents drawn up in a language other than Polish to be submitted to Polish authorities. This obligation applies to procedures related to, inter alia, legalising a residence, obtaining a work permit, entering into marriage, enrolling a child in school or setting up a business.

Official documents must be translated only by a sworn translator included in the list kept by the Minister of Justice. Ordinary (non-certified) translations are not accepted in official matters.

Range of translations required

A sworn translator prepares translations of all foreign documents necessary for residence procedures, such as civil status records, identity documents, diplomas, income certificates, medical documents and other application enclosures. This also applies to documents necessary when changing residence status, extending permits or applying for Polish citizenship.

Sworn translations are also required for most business documents, contracts or company documents. An exception may be certain documents drawn up in EU countries - they are often accepted without translation, but it is always worth checking with the specific office.

Where to carry out certified translations?

Sworn translations can only be commissioned from a translator who is on the official list of sworn translators maintained by the Ministry of Justice. The list of translators can be found online by selecting the relevant language and locality.

Most interpreters offer to send documents electronically and to contact them by phone, email or in person. In large cities, there are usually shorter waiting times and more specialists available.

Before commissioning a translation, it is a good idea to check whether the person is actually a sworn translator - this can be done in the register of translators on the Ministry of Justice website.

Translation costs and deadlines

Prices for sworn translations are set by translators in accordance with the regulation of the Minister of Justice and depend on the language and type of document. The standard rate for a page of translation from English is approximately PLN 25-30, from Eastern European languages PLN 20-25, for exotic languages even more than PLN 50. Translation completion time is usually between 1 and 3 working days for simple documents, and may take a week or more for more complex ones.

Form of translation

Sworn translations can be prepared on paper or electronically - both are equivalent and accepted by the authorities. Each translation must include the translator's clause and signature and seal.

Legalisation of documents to be translated

Before translation, foreign documents often require legalisation or an apostille. Documents with duly certified validity are subject to translation.

Storage of translations

It is a good idea to keep the original translations and to make copies. Depending on the procedure, it is sometimes necessary to submit the original translation and sometimes a certified copy is sufficient.

Properly performed sworn translations are essential for the successful completion of official procedures and the avoidance of formal problems.