Like many people with Canadian family roots, applicants may spend months tracing their ancestry and collecting official records from different countries. They may contact government offices, wait for documents to arrive, and pay fees to obtain the records they need.
However, an important document may arrive in a language other than English or French. For example, a birth certificate belonging to a grandparent may be official and valid but written in a language the applicant cannot understand.
This does not mean the document cannot be used for a Canadian proof of citizenship application. Immigration, Refugees and Citizenship Canada (IRCC) accepts foreign-language documents, provided applicants submit the required translation and supporting statement.
The translation must be complete, and the person who prepares it must meet IRCC’s requirements. Understanding these rules can help applicants avoid mistakes that could delay or affect their applications.
Check That The Document Is Correct Before Translating It
IRCC requires authentic, reliable and verifiable records for every generation in an applicant’s family line. These documents should come from the original issuing authority, such as a national civil registry, provincial vital statistics office or state archive.
However, applicants may not always receive the exact document they requested. For instance, someone who asks for a full birth record may receive a shorter version instead.
Before arranging a translation, applicants should check what they have received. A phone camera translation feature or an online translation service can help identify the document’s general purpose. It may show whether the record relates to a birth, baptism, marriage or death.
Applicants should also check whether the names and dates match the person in their family history. These tools can help with an initial review, but they cannot replace an official translation.
Documents Required For A Foreign-Language Record
Applicants must submit three items together for every document that is not in English or French:
- The document itself, as a clear colour copy
- A full English or French translation
- An affidavit from the person who did the translation
There is one exception. If the translation is completed by a certified translator in Canada who is a member in good standing of a provincial or territorial association of translators and interpreters, an affidavit is not required.
Applicants should make sure that the translation covers the entire document. It should not leave out information that may be important to the citizenship claim.
Finding A Certified Translator In Canada
Using a Canadian certified translator can make the process simpler because applicants generally do not need to arrange a separate affidavit or notarial appointment.
Translator certification in Canada is managed by provincial and territorial professional associations rather than one national authority. Translators must meet the relevant requirements to receive certified status. Most provincial associations are connected to the Canadian Translators, Terminologists and Interpreters Council (CTTIC). Quebec has its own professional order, OTTIAQ.
The main professional bodies include:
- Ontario – Association of Translators and Interpreters of Ontario (ATIO)
- Quebec – Ordre des traducteurs, terminologues et interprètes agréés du Québec (OTTIAQ)
- British Columbia – Society of Translators and Interpreters of British Columbia (STIBC)
- Alberta – Association of Translators and Interpreters of Alberta (ATIA)
- Manitoba – Association of Translators, Terminologists and Interpreters of Manitoba (ATIM)
- Saskatchewan – Association of Translators and Interpreters of Saskatchewan (ATIS)
- Nova Scotia – Association of Translators and Interpreters of Nova Scotia (ATINS)
- New Brunswick – Corporation of Translators, Terminologists and Interpreters of New Brunswick (CTINB)
These associations usually provide online directories or lists of their members. Applicants can use these resources to find translators who work with the language used in their records.
However, they should check the translator’s professional status carefully. Some directories also list candidates or associate members who have not yet received full certification. Applicants should confirm that the person is currently recognised as a certified translator.
Some associations also allow users to search by language combination and area of specialisation. This can help applicants find someone familiar with birth certificates, marriage records and other official documents.
Applicants And Their Relatives Cannot Translate Documents
IRCC does not allow applicants or certain family members to translate documents for a citizenship application.
The excluded family members include a parent, guardian, sibling, spouse, common-law or conjugal partner, grandparent, child, aunt, uncle, niece, nephew and first cousin.
This rule can create difficulties for families who have relatives fluent in the language of the original document. For example, an aunt may have helped the family trace its ancestry and understand foreign records. However, even if she is fluent in the language or has translation experience, she cannot prepare an accepted translation for the application.
Applicants should also be careful when submitting applications for several family members together. If one application in a combined package is incomplete, IRCC may return all the applications.
For this reason, families should make sure every application has the correct documents and translations before sending the package. Hiring a translator who has experience with official records can help reduce the risk of errors.
Understanding The Translator’s Affidavit
Applicants who do not use a certified Canadian translator must include an affidavit from the person who completed the translation.
An affidavit is a sworn statement confirming that the translator is fluent in both languages and that the translation is accurate and complete. The translator must sign this statement in front of a person who is legally authorised to administer oaths.
This makes the statement an official declaration rather than an informal confirmation. It also establishes responsibility for the accuracy of the translated information submitted to IRCC.
In Canada: The affidavit must be sworn in front of a notary public, commissioner of oaths or commissioner for taking affidavits. The rules about who can perform this role may differ between provinces and territories.
Outside Canada: The affidavit must be sworn in front of a notary public. The rules for administering oaths can vary depending on the country where the document is prepared.
In the United States, notaries are appointed by individual states. They are widely available and are generally affordable.
Applicants may consider the following places when looking for a notary:
- Your bank or credit union. Many offer free notarisation to their account holders.
- Shipping and mailbox stores. Many locations have a notary available during regular business hours.
- Public libraries and county clerk offices. These may offer the service free of charge or for a small fee.
- Law offices and title companies. These can also provide notarisation services.
- Your state’s secretary of state website. Most states provide an online directory to help people find a notary.
Applicants should check the local requirements before arranging an appointment to ensure that the affidavit is properly sworn.
French Documents Do Not Need Translation
Documents written in French do not need to be translated for a Canadian citizenship application because English and French are Canada’s two official languages.
This is useful for applicants whose family records come from French-speaking regions. Records issued in Quebec, Acadian communities in the Maritime provinces, France, Belgium, Haiti and parts of West Africa may already be in French.
These documents can generally be submitted without an additional translation.
Applicants who are unsure whether a particular record is acceptable may need further guidance. They may also need to provide a letter of explanation or a no-record letter, depending on their circumstances.
An immigration lawyer may help applicants understand which documents are required, whether a translation meets IRCC’s rules and how to prepare a complete proof of citizenship application.
CWRVisa, a Canadian immigration leader, promises excellence and tailored pathways for your Canadian journey. Get in touch with us at CWRVisa.ca.