US documents for use abroad
What kind of translation do US documents need for a foreign authority?
Last reviewed .
The receiving authority decides. Some want a sworn translator registered in their country, some accept a certified translation, and some name an approved list. Those labels are not the same in every country. Ask what qualification they require and whether the translation must include the apostille and certifications as well as the document itself.
Key facts
| Fact | What the source says | Source |
|---|---|---|
| Who decides the translator type | The receiving authority in the destination country | Official source |
| What can need translating | The document, its certification and the apostille can each contain text | Official source |
| Order of steps | Depends on the destination. No single sequence applies everywhere | Official source |
Are sworn, certified and official translations the same?
No. A sworn translator in Spain, a certified translation in the United States and a court-approved translator elsewhere are different qualifications. A translation can be accurate and still be refused if the translator does not hold the qualification the receiving authority names. Ask before ordering.
Should the apostille be translated too?
Often, yes. The apostille certificate and any county or state certification have their own text. Ask the receiving authority whether the translation must cover every page, and confirm what the translator's quote includes.
Do you translate before or after the apostille?
It depends on the destination. Some want the apostilled original translated as one package. Others want the translation itself certified or apostilled. Get the order in writing from the receiving authority or its published instructions, since redoing it costs time and money.
Checklist before you start
- Ask the receiving authority which translator qualification it accepts.
- Confirm whether the apostille and certifications must be translated.
- Confirm the order: apostille first, or translation first.
- Ask whether a digital translation is accepted or a paper original is needed.
- Get a quote that lists every page covered.
Common questions
Can I translate my own documents?
Usually not for official use. Most authorities require a qualified translator who is not the applicant. Check the destination's rule.
Does a US certified translation work in Spain?
Not always. Spanish authorities often ask for a sworn translator appointed in Spain, but rules vary by consulate and office. Ask the office that will receive it.
Official sources
- Apostille Section. Hague Conference on Private International Law (HCCH).
Sources checked . Official pages change. Use the source over this summary if they differ.
Want us to prepare it?
The official route above is free to follow yourself. If you would rather hand it off, we prepare it for you.
Certified translation. Partner rate at cost. Government fees pass through at cost. The written quote is final.
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General information from official sources, not legal advice. The receiving authority decides what it accepts. Confirm its current instructions before you order or send anything. US Expat Desk is a private company. We are not affiliated with the US government, the State Department, or the FBI.