One translator, one witness statement, two different signatures. In a civil claim, Practice Direction 32 says "the translator must sign the original statement and must certify that the translation is accurate". In the family court, Practice Direction 22A says "the translator must sign the translation to certify that it is accurate". A translation can be flawless and still arrive with the signature in the wrong place.
So the work starts with the instruction: a translator can only produce the certificate a forum needs if told the forum, the rule and what has to be signed.
This reference for solicitors, paralegals and trainees covers a forum table, an instruction checklist, two certificate templates and the checks before filing. The rules court by court are in our guide to HMCTS translation requirements.
Certified translations for solicitors: what does each forum require?
Something slightly different every time. The short version:
| Forum and step | Rule | What the translation needs |
|---|---|---|
| Home Office: visas, leave to remain, ILR | Immigration Rules, para 39B(f) | The original plus a full, dated translation confirming accuracy, with full name, signature and contact details; for leave to remain and ILR, a qualified translator's certification and credentials |
| Civil: witness statement | PD 32, para 23.2 | Foreign-language original filed; translator signs the original and certifies the translation |
| Civil: affidavit | PD 32, para 10.2 | The translator's own affidavit verifying the translation, exhibiting both versions |
| Civil and family: service abroad | CPR 6.45; FPR 6.47 | Translator's statement that it is "a correct translation", with name, address and qualifications |
| Family: statement or affidavit | FPR PD 22A, para 8.2 | Foreign-language original filed; translator signs the translation |
| Family: divorce application | FPR PD 7A, para 3.1(b) | Marriage certificate translation verified by the translator and either notarised or authenticated by a statement of truth |
| Registering a foreign judgment | CPR 74.4(1)(b) | Certified by a notary public or other qualified person, or with written evidence of accuracy |
| Immigration tribunals | FtT (IAC) Rules 2014, r 12(5)(b) | An English translation of every document not in English |
| Criminal courts | CrimPR 2025, r 3.8 | The court arranges interpretation for the defendant and may require written translations |
| Probate by post | Form PA1P | Foreign wills with "an English translation"; a foreign entrusting document with "an official translation" |
| HM Land Registry | Practice Guide 9 | Foreign power of attorney: certified copy with "a verified translation"; legal opinion with "a certified translation" |
The rules that say most about the translator (CPR 6.45, FPR 6.47 and the Upper Tribunal's practice directions) want qualifications as well as identity, and only the Home Office treats in-country applications differently. See also immigration tribunal translation and enforcing a foreign judgment.
How should a solicitor instruct a translator?
In writing, with everything needed to produce the right certificate first time. A complete instruction covers seven points:
- The complete document. Every page, the reverse, stamps, annexes and handwritten notes. If you want only part translated, list the pages and ask for the translation to be labelled as an extract.
- The forum, the step and the rule. "Service in Spain under CPR 6.45" needs a different certificate from "exhibit to a family statement". Say if the document will also go to the Home Office.
- What must be signed, and where. Under PD 32 para 23.2 the translator signs the original foreign-language statement, so plan how it will reach them. A civil affidavit under para 10.2 must be sworn by the translator; agree that with the translator before you instruct.
- A names and terms list. Party names as in passports and company registers, the claim number, defined terms and agreed spellings, so every document in the set matches.
- A deadline from the court timetable. Work back from the date for exchange or service, not the bundle deadline. A Commercial Court translation timetable can provide that translations not challenged in time are "treated as agreed" (Commercial Court Guide, para E.6.5).
- The format you will file. Searchable PDF, page numbering that will not clash with bundle pagination, and paper where a court or office wants it. Family court e-bundles must be PDFs, with typed text made searchable by OCR (FPR PD 27A, para 11.2).
- Confidentiality and data. Your duty to keep clients' affairs confidential (SRA Code of Conduct, para 6.3) travels with the file, and where the translator processes client personal data for you, UK GDPR Article 28 requires a binding processor contract.
What should the translator's certificate say?
Everything the strictest rule in your matter asks for. The template below covers the elements of paragraph 39B(f), the name, address and qualifications that CPR 6.45 and FPR 6.47 require, and the precise identification that makes a certificate usable in a bundle. Delete the bracketed lines that do not apply.
Two cautions. A translator's certificate is not a statement of truth; where a rule asks for one, as PD 7A does for a translated marriage certificate, use the wording in our family court translation guide. And a certificate covers only the translator's own text: if anyone in the firm edits the translation afterwards, send it back to the translator to re-certify.
Official Translations' standard certificate meets paragraph 39B(f) in full, including the credentials element for in-country applications. For the extra items some court steps need, such as the translator's own address and qualifications, a signature on the original statement or a sworn affidavit, confirm before ordering what can be provided.
What wording does a translated witness statement need?
Three pieces, signed by two people. The statement is drafted in the witness's own language and says how it was prepared, for example "through an interpreter" (PD 32, para 18.1). The witness signs a statement of truth in that language (PD 22, paras 2.2 and 2.6). And the first page of a civil statement shows "the date of any translation" (PD 32, para 17.2). In the Business and Property Courts, the witness's own language includes any language in which they are "sufficiently fluent to give oral evidence (including under cross-examination)" (PD 57AC, para 3.3), and the witness's PD 57AC confirmation is part of the statement, so it is translated with the rest.
In a family case, leave out the first endorsement, because FPR PD 22A puts the translator's signature on the translation. For the Home Office version of the certificate, see certified translation statement requirements.
How should translated documents be prepared for the file?
So that anyone can match a translation to its original:
- Pair them. Documents in a foreign language should be translated and the translation "marked and placed adjacent to the document translated" (King's Bench Guide 2026, para 14.5(10)).
- Label extracts. A partial translation says so on its first page and lists the pages it covers.
- Keep one glossary of names and defined terms across every document.
- Keep the originals available. PD 32 para 27.6 expects the originals of documents in the trial bundle to be available at trial, while Home Office specified documents "may be originals or copies" (para 39B(d)).
- Keep the invoices. Translation fees are disbursements, and recovery depends on the track; certified translations for UK courts explains bundles, disputes and costs in detail.
Common mistakes when instructing translations
- A Home Office certificate reused for service abroad, with no address or qualifications, which CPR 6.45(3) requires.
- The translator signing only the translation in a civil claim, where PD 32 para 23.2 also wants the original signed.
- An English witness statement translated for the witness to sign, when PD 32 para 18.1 requires drafting in the witness's own language.
- An extract sent without saying so, so the certificate calls an incomplete document a complete translation.
- Edits after certification by a fee earner, leaving a certificate that no longer matches the text.
- Three spellings of one party across the exhibits, because no names list was sent.
- Ordering after the date fixed for exchanging translations.
Checklist: before you file a translation
Questions people ask
Can a solicitor or paralegal who speaks the language translate a client's document?
Nothing in the CPR or FPR says who may translate, and the Immigration Rules accept a translation signed by "the translator or an authorised official of the translation company". But whoever signs vouches for every line and can be challenged on it, and for leave to remain and ILR the certification must come from a qualified translator with stated credentials. In contested proceedings, an independent translator keeps the translation itself from becoming an issue.
Does a translation for court need to be notarised?
Rarely. CPR 74.4 and FPR PD 7A each offer a notary as one option among others, such as another qualified person, written evidence of accuracy or a statement of truth. A foreign-language affidavit in civil proceedings needs the translator's own sworn affidavit, which is a different thing from notarisation.
What qualifications should the translator state?
CPR 6.45 and FPR 6.47 require the translator's "qualifications for making the translation", and the Home Office asks for credentials on in-country applications. State facts that can be checked, such as a translation qualification and its awarding body or a membership grade and number, rather than a description like "experienced translator".
Can one translation be used for both the Home Office and the court?
Often, if its certificate contains every element both need: the 39B(f) points plus the translator's address and qualifications. A translated witness statement is different, because the court rules govern who signs what. If the court reference needs adding, ask the translator to reissue the certificate rather than editing it yourself.
Is a signed PDF of the translation acceptable?
For most uses, yes: Home Office specified documents may be copies, and family court e-bundles must be PDFs. Where an office asks for paper, or a rule needs the translator's signature on the original statement or a sworn affidavit, which a PDF cannot supply, plan those originals in good time.
How much does a certified translation cost and how long does it take?
Official Translations charges £29.95 per page, a page being up to 300 words of the source document, with a signed certificate of accuracy on every translation. Most single-page documents arrive as a signed PDF by email within 24 hours and longer documents in 1 to 3 business days; a printed hard copy by post is £14.95 extra. Official Translations translates documents and does not provide court interpreters.
