Translating Immigration Documents: Why, When, and Where

Translating Immigration Documents: Why, When, and Where – by Word Philocaly

In Essence:

Cruising the immigration application process involves a substantial amount of paperwork. Alongside the official forms provided by the immigration services department such as Immigration Department of Malaysia (Jabatan Imigresen Malaysia, “JIM”), applicants are required to submit supporting documents. These personal records, such as birth certificates or passports, play a crucial role in validating the information supplied in the application.

It is imperative to note that if any of these supporting documents are not in English or Malay, applicants must include a certified English or Malay translation when submitting their application to the Immigration Department of Malaysia (Ministry of Foreign Affair Malaysia).

This article delves into the specific translation requirements set by the JIM for immigration purposes. We shed light on who is authorized to carry out these translations, explore the associated costs of professional document translation, and provide guidance on obtaining a JIM-certified translation for your immigration documents.

Relevant articles:

How-to: Birth Certificate Translation into Another Language: https://wordphilocaly.com/how-to-birth-certificate-translation-into-another-language/

What are the requirements for JIM-certified translations?

When pursuing a marriage permanent residency, citizenship, or any other immigration status, the JIM mandates the submission of specific supporting documents to substantiate your eligibility. It’s crucial to note that if these documents are not in English or Malay (i.e. in foreign languages), they must undergo translation and certification before being presented to JIM.

Consider this scenario: if your birth certificate is in Thai, including a certified English translation is imperative when submitting your application. The translation of foreign-language documents necessitates the expertise of a certified translator, ensuring the accuracy and validity required by JIM.

So, what are “certified translations”?

In the context of translated documents, the inclusion of a certificate from the translator or a certified translation service is imperative to validate the accuracy of the content. This certification serves as an assurance that the translator possesses proficiency in both the foreign language and English. It’s essential to note that relying on Google Translate is insufficient when compared to the precision provided by a professional translator.

Various crucial documents demand meticulous translation, such as birth certificates, marriage certificates, divorce certificates, police records, academic transcripts, government correspondence, passports, and bank statements.

You may want to read:

Exploring Warning Signs in Translators: https://wordphilocaly.com/exploring-warning-signs-in-translators/
Lost in Translation: Common Mistakes to Avoid in Translation for Business: https://wordphilocaly.com/lost-in-translation-common-mistakes-to-avoid-in-translation-for-business/
10 Clues to Detect Translations With Google: https://wordphilocaly.com/10-clues-to-detect-translations-with-google/

Do you need a certification letter?

The short answer is YES. For JIM applications, it is mandatory to provide a certification letter verifying the translator’s proficiency in both English and the language of the translated document. This certification serves as confirmation of the translation’s accuracy.

The certification letter should encompass the translator’s complete name, address, and phone number, accompanied by their signature and the date of signing. Notably, notarization is not required. A notarized translation of the documents is unnecessary; the submission of a certification letter alongside the translated documents suffices for compliance.

Multilingual translations Language experts Official document translation Immigration process help Professional language services — Accurate birth certificate translation in Malaysia – Word Philocaly

Is It Okay to Translate Your Immigration Documents Yourself?

While it is technically permissible for applicants, their spouses, or family members to personally translate foreign-language documents into English, it is highly advisable to avoid doing so. Instead, opting for a professional translation service is strongly recommended to ensure the acceptance of your documents by JIM.

Providing your own translation requires a certification letter confirming your fluency in both English / Malay and the native language of the source document. However, relying on personal translations poses a risk. Immigration officers hold the authority to assess whether the translation meets JIM standards. If they determine that it falls short, a request for resubmission with a new translation may cause significant delays in your application process.

To prevent such setbacks, entrusting your document translation to a professional service ensures accuracy and compliance with JIM requirements, reducing the likelihood of complications in your immigration application.

How Can I Translate Documents for Immigration Purposes?

For non-English immigration documents submitted to USCIS, it is essential to include the following components:

Provide a duplicate of the original document.
Furnish a direct English translation of the original document, accompanied by a translator’s certification.

Despite immigration officers lacking proficiency in the document’s original foreign language, they are obligated to compare it with similar documents from the applicant’s home country. This verification process is critical for confirming document authenticity and expediting the application review.

When submitting a birth certificate, opting for the comprehensive version is recommended whenever feasible. This version offers in-depth information, particularly regarding family relationships, enhancing immigration officers’ ability to assess your application thoroughly. While a summary birth certificate is acceptable, opting for the detailed version strengthens the efficiency of the immigration officers in evaluating your application.

What is a comprehensive birth certificate (long-form) and what is a summary birth certificate (short-form)?

A long-form birth certificate and a short-form birth certificate refer to two different formats of official documents that provide information about a person’s birth. The specific content and terminology can vary by jurisdiction, but here are general descriptions:

Long-Form Birth Certificate:
- The long-form birth certificate is a more detailed and comprehensive document that typically includes extensive information about the individual’s birth.
- It commonly includes details such as:
  - Full name of the individual.
  - Date and time of birth.
  - Place of birth (hospital, city, and country).
  - Full names of the parents, including the mother’s maiden name.
  - Parents’ occupations.
  - Parents’ addresses.
  - Sometimes additional information, such as the attending physician or midwife.
- The long-form birth certificate is often used for more official or legal purposes, such as obtaining a passport, driver’s license, or for immigration purposes.
Short-Form Birth Certificate:
- The short-form birth certificate, also known as an abstract or summary certificate, is a more concise document.
- It typically includes essential information such as:
  - Basic details of the individual’s birth, including name, date, and place of birth.
  - Names of the parents (but not necessarily the mother’s maiden name).
  - Registration number.
- The short-form certificate is often used for non-official or informal purposes, like school enrollment or as an identification document in everyday situations.

It’s important to note that the terminology and content of birth certificates can vary between different countries and even within different regions or states within a country. Some places may no longer use the terms “long form” and “short form,” and instead, they might simply issue a standard birth certificate with varying levels of detail. If you need a birth certificate for a specific purpose, it’s advisable to check the requirements of the relevant authorities or agency to ensure that you obtain the appropriate document.

What Steps Should I Take if My Document Is a Condensed Version of the Original?

Numerous governmental bodies globally generate condensed or “extract” versions of original documents, a common practice for internal use. While the submission of comprehensive long-form birth certificates is recommended, encountering a short-form document is not uncommon and should not cause undue concern.

In such instances, carefully compare the information on the abbreviated document with JIM translation requirements. If the condensed document fulfills the necessary JIM standards and originates from an official government agency, the submission of the shorter version is acceptable without concerns.

Useful articles:

How to Choose a Translation Agency in Malaysia: https://wordphilocaly.com/how-to-choose-a-translation-agency-in-malaysia/
How does COVID-19 Affect Language Translation Services: https://wordphilocaly.com/how-does-covid-19-affect-language-translation-services/
Document Translation Service Malaysia: Contracts and Agreements: https://wordphilocaly.com/document-translation-service-malaysia-contracts-and-agreements/

Fast and reliable birth certificate translation online - Top-rated legal document translation company in Malaysia — Why is document translation important for immigration? – Word Philocaly

How much does a certified translation cost?

Typically, utilizing translation services from reliable providers like Word Philocaly, which endorsed by many of our clients, may cost you in the range of RM180 – RM250 per page. The actual price is influenced by factors such as the document type, number of pages, location, and document complexity. For instance, for a concise one-page translation of birth certificate containing 250 words or less, Word Philocaly sets the charge at RM180.

Beyond being cost-effective, Word Philocaly offers translations for immigration documents in over 32 languages worldwide, coupled with a 100% guarantee of acceptance by both our clients and the authorities. Moreover, Word Philocaly doesn’t just offer certified translation in Malaysia but extends its expertise to diverse clients worldwide.

Seeking translation assistance for your important documents? Reach out to us on WhatsApp for personalized answers to your translation queries and receive a complimentary quote.

Visit our blog for more informative posts!