Step-by-step guide to verify whether a certified translation complies with USCIS requirements

When your immigration case depends on foreign-language documents—birth certificates, marriage records, police certificates, diplomas—your translation isn’t “just paperwork.” It’s evidence. And if the translation package doesn’t meet U.S. Citizenship and Immigration Services requirements, you risk delays, a Request for Evidence (RFE), or -depending on the document and posture of the case- other complications.

This guide shows you how to audit a translation packet before you file and what to do if USCIS flags it. (USCIS filing guidance).

The controlling rule (what USCIS legally requires)

USCIS follows a federal regulation that sets the baseline standard:

Any foreign-language document submitted to USCIS must include a full English translation, plus the translator’s certification that the translation is complete and accurate, and that the translator is competent to translate from the foreign language into English.

Step 1: Confirm which documents must be translated

If a document you are submitting to USCIS contains any non-English text, it must be accompanied by a full English translation and the required translator certifications. (8 C.F.R. § 103.2(b)(3)).

This includes text that applicants often overlook—stamps, seals, handwritten annotations, marginal notes, and reverse-side entries—because “full translation” is the standard. (8 C.F.R. § 103.2(b)(3)).

Step 2: If a vital/civil document is missing, verify what exists for that country

If you cannot obtain a birth certificate, marriage certificate, divorce record, police certificate, or other civil document (or you’re not sure what is available), use the U.S. Department of State Reciprocity Schedule to confirm availability and how to obtain the correct version. (State Department Reciprocity Schedule).

Step 3: Verify the translation is “full” (not partial, not summarized)

USCIS requires a full English language translation—not a summary and not a partial translation. (8 C.F.R. § 103.2(b)(3)).

A practical way to test “full” is to do a side-by-side scan and confirm that every visible element has an English rendering (including stamps/seals), and that anything unreadable is clearly labeled (e.g., [illegible], [stamp]). (USCIS “Tips for Filing Forms by Mail” emphasizes complete English translation for supporting documents).

Step 4: Verify the certification includes the two required declarations

The certification must contain two core statements: (1) the translation is complete and accurate, and (2) the translator is competent to translate from the foreign language into English. (8 C.F.R. § 103.2(b)(3)).

USCIS filing guidance also expects the certification to include identifying details so the agency can attribute the work to a real person (e.g., name, signature, date, and address). (USCIS “Tips for Filing Forms by Mail”).

Your certification should include: Translator’s typed name, signature, date, address (and ideally contact info), plus the two required statements (complete/accurate and competent). (USCIS “Tips for Filing Forms by Mail” and 8 C.F.R. § 103.2(b)(3)).

Step 5: Avoid “blanket certifications” (one certification for multiple documents)

A blanket certification is one certification statement that attempts to cover multiple different documents in a packet rather than clearly tying a certification to a specific translated document. (Practical adjudication clarity principle under the “accompanied by” structure in 8 C.F.R. § 103.2(b)(3)).

This is risky because the officer must be able to match each foreign-language document to its full English translation and its certification, and a blanket statement can create ambiguity about what was actually certified. (8 C.F.R. § 103.2(b)(3)).

Best practice is to prepare one certification per translated document, attached to that translation. (USCIS filing guidance on supporting documents being accompanied by a complete English translation and certification).

Step 6: Confirm you included the right foreign-language copy and that it is legible.

USCIS generally allows copies unless the form instructions specifically require originals, and it emphasizes submitting legible copies. (USCIS “Tips for Filing Forms by Mail”).

Your translation should match the exact copy you submit (same page count, same stamps, same entries), because the officer will cross-reference the English translation against the foreign-language record. (USCIS filing guidance and 8 C.F.R. § 103.2(b)(3)).

Step 7: Notarization...understand what it is (and what it isn’t)

The controlling federal translation rule requires the translator’s certification of completeness/accuracy and competence; notarization is not what makes a translation compliant under that rule. (8 C.F.R. § 103.2(b)(3)).

If a service offers notarization, treat it as an optional identity formality, not a substitute for the required certification language. (8 C.F.R. § 103.2(b)(3)).

USCIS-aligned certification template (use this to compare yours)

A compliant certification should explicitly state competence, complete/accurate and include identifying details. (8 C.F.R. § 103.2(b)(3) and USCIS filing guidance).

Certification by Translator

I, [Translator Full Name], certify that I am competent to translate from [Language] into English, and that the attached translation of “[Document Title]” is a full, complete, and accurate translation of the attached original document. (8 C.F.R. § 103.2(b)(3)).

Signature: __________________________

Name (typed): _______________________

Address: ____________________________

Date: _______________________________ (USCIS filing guidance lists these identifiers).

Mini-glossary

RFE (Request for Evidence)

An RFE is a notice USCIS may send when it needs additional evidence because required evidence was not submitted, submitted evidence is insufficient, or clarification is needed. (USCIS glossary definition of RFE).

Blanket certification

A blanket certification is one certification statement intended to cover multiple documents instead of clearly certifying a specific translation attached to a specific foreign-language document. (Practical risk derived from the “accompanied by” requirement in 8 C.F.R. § 103.2(b)(3)).

What to do if you receive an RFE related to translations (3–5 steps)

• Identify the exact translation defect USCIS is pointing to (missing pages, missing certification language, missing identifiers, mismatch). (USCIS explains RFEs are issued to request missing/insufficient evidence).

• Rebuild the packet per document: (a) foreign-language copy, (b) full English translation, (c) document-specific translator certification. (8 C.F.R. § 103.2(b)(3) requires the translation and certification to accompany the foreign document).

• Correct the certification language so it explicitly states (i) complete and accurate, and (ii) competent to translate the language pair, and ensure it includes name/signature/date/address. (8 C.F.R. § 103.2(b)(3) and USCIS filing guidance).

• Respond in an officer-friendly format (short cover letter mapping each RFE item to your exhibits, then tabbed exhibits). (USCIS Policy Manual discusses RFEs as written notices used to request missing initial/additional evidence).

Follow the RFE instructions and deadline exactly because USCIS treats the response as part of the evidentiary record for adjudication. (USCIS Policy Manual on evidence/RFEs).