Certified vs. notarized translation: what's the difference?

By CredPronto Editorial Team.

Last updated Oct 12, 2026

Someone asks you for a "certified" translation, or maybe a "notarized" one, and you're not sure whether they mean the same thing. They don't. The two terms describe different people vouching for different things. Many offices that receive translations need only one of them, so it helps to know which one before you pay for both.

The short answer

Certified translation: the translator signs a statement saying the translation is complete and accurate and that they're competent in both languages. The translator is the one vouching for the translation.
Notarized translation: a notary public watches the translator sign that statement (or swears the translator in) and confirms who they are. The notary is vouching for the signature, not the translation.

So a notarized translation is a certified translation with one extra step on top. It isn't a better translation, just one with more paperwork attached.

What a notary actually checks

People are often surprised by how little the notary looks at. A notary checks the signer's identity and, for a sworn statement (a jurat), administers the oath. That's it. The notary doesn't compare the translation to the original and doesn't need to know the language.

The National Notary Association states this plainly: "No U.S. state authorizes Notaries to certify translations as an official act." What a notary can do, it explains, is notarize the translator's signature on the translator's declaration. A notary who did the translation can't notarize their own signature, because that's a conflict of interest. (NNA)

Oregon's Secretary of State gives notaries similar guidance. A notary shouldn't notarize a document they can't read unless it comes with a translation the translator has attested is complete and accurate. In some cases the notary has to give the translator an oath first. The guidance also says the person signing is responsible for making sure the receiving agency will accept the notarized translation. (Oregon SOS, PDF)

Who asks for which?

There's no single national rule. The office receiving the document sets its own requirement, so read its instructions first. Here are some real examples that show how much they vary.

USCIS: certification, no notary. For immigration filings, the federal rule asks for a full English translation and the translator's certification of accuracy and competence. It doesn't mention notarization. We cover that rule in detail in Does USCIS require a certified translation?

Some state agencies want a sworn translation. Minnesota's driver's license statute requires that a non-English document be accompanied by an English translation "sworn to by the translator as being a true and accurate translation." It also says the translator can't be related to the applicant by blood or marriage and must fall into one of several listed categories, such as ATA-accredited, court-certified, or "a qualified individual who certifies the individual is competent." (Minn. Stat. § 171.069) In Hawaii, at least one professional licensing rule requires the translator's affidavit to be "sworn to before a notary public." (Haw. Code R. § 16-72-25) Other DMVs and licensing boards set their own rules, so check the exact one that applies to you.

Courts and property records vary by state. Arkansas's rules of civil procedure allow a translation on "the affidavit of a qualified translator" certifying it is fair, accurate, and complete. Arkansas's Secretary of State then requires a notarial acknowledgment on that affidavit before it will authenticate the document. (Arkansas SOS apostille brochure, PDF) In Texas, a translated property document has to be sworn before a notary or another officer who can administer oaths before it can be recorded (Tex. Prop. Code § 11.002, as described by the NNA).

Documents going abroad often need more than a notary. If a document is headed to a foreign government, that government may ask for an apostille. That's a certificate from a state Secretary of State, and it authenticates the notary's signature, not the translation. Texas, for example, apostilles notarized translations only when they include a signed translator statement and a proper notarial certificate, presented with a copy of the original document. (Texas SOS apostille guide, PDF) Each consulate and foreign agency has its own checklist, so ask it directly.

Schools and evaluators set their own rules. Universities, licensing boards, and credential evaluators each publish their own instructions. Some want a certified translation, some want it sent directly from the translator, and some have other conditions. Read the admissions or evaluation page rather than assuming.

The pattern is simple. If the instructions say "certified" or "translator's certification," you don't need a notary. If they say "sworn," "affidavit," or "notarized," you probably do, so plan for that step.

What notarization typically costs

The notary's own fee is usually small, because many states cap it by law. For example:

California and Texas also set maximum notary fees by statute (Cal. Gov. Code § 8211 and Tex. Gov't Code § 406.024). Check the current amounts before you budget, because states update them from time to time.
Florida: up to $10 for any one notarial act, with separate rules for online notarization (Fla. Stat. § 117.05)

Those caps cover the notary's act only. Translation companies that offer notarization often charge more for it, because they're paying for staff time, mobile notaries, or shipping the signed original. If you get a quote, ask what the notarization line actually covers.

Which one should you get?

Read the receiving office's instructions and look for the exact words: certified, sworn, affidavit, notarized, apostille.
If it only says certified, get a certified translation. Adding a notary costs extra and changes nothing for that office.
If it asks for a notary or a sworn affidavit, start with a certified translation. The notary witnesses the translator's signature on that certification, so you need it first anyway.
If you can't tell, call or email the office and ask. Five minutes on the phone beats a rejected filing.

Start with an accurate certified translation

Whatever the office asks for, everything rests on a translation that's complete and correct. At CredPronto, you upload your document and get a free, watermarked side-by-side preview in 3 minutes. Check every name and date, then pay $9.95 a page to unlock the certified PDF.

Every CredPronto order includes a signed certification cover page. If the office receiving your document asks for notarization, you can add it at checkout for $17.95. A mailed hard copy is $12.95. We don't provide apostilles, so if you need one, ask the Secretary of State in the state where the document was notarized.

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This guide is general information, not legal advice. Requirements change and differ by agency, court, and country, so always follow the instructions of the office that will receive your document.

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