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The Leader in Integrated Japanese Linguistic Solutions - Tokyo Certified Japanese Translation Services Japan

Certified Japanese Translation Services in Tokyo, Japan

Get the answers to your English Japanese official & sworn translations right here - Frequently Asked Questions

What is Certified Translation? »
Statement of Certification »
Statement of Certification: Signed or stamped? »
Statement of Certification & translators »
Third party certificates & declarations »
Do I need a certified Japanese translator? »
Where do I start? »
Originals & copies of official documents »
Delivery of certified translated documents »
How are certified documents posted? »
Certifying third party translated documents »
Partial translation of personal identification documents »
Certified Translation & Notarized Translation »
Do I need translation notarization »
Does SAECULII provide notarized translation services? »
Will you accompany me to the embassy for notarization? »
Will my application be accepted? »
Will you customize a Statement of Certification? »
Can you provide a "Certified True Copy of the Original" statement for my documents? »
What documents do I need for my application? »
General Translation FAQ »


Japanese Translating Services FAQ

What is certified translation?
Certified Japanese translation - also official translation or sworn translation - is a translation that is certified with a Statement of Certification attesting to the accuracy of the translation, which is issued by the translation company. Certified translations are required for official & legal documents issued in foreign languages when making, for example travel visa, applications.

Statement of Certification
Certified Japanese translation must be issued with a Statement of Certification - also called a “Certificate of Accuracy” - to be accepted by official & governmental organizations. At a bare minimum the Statement of Certification must be issued on letterhead, include a declaration of accuracy and a list of translated documents, be dated, display contact information and have the translating company’s stamp/seal affixed.

Here's an example of a Statement of Certification

Sample Certificate of Accuracy
Professional Certified Translations
Accurate. Certified. Accepted. Anywhere


(Click Image to View)


Statement of Certification: Signed or stamped?
Either a signature by a company representative OR an official company stamp/seal on the Statement of Certification is acceptable.

This is more of an issue of prevailing customs and norms in the country where your certified translation in Japanese is being handled. In western countries a signature is used to authenticate documents. In Asia, on the other hand, the preferred method of authenticating official and legal documents is with a hanko (a generic term in Japanese meaning stamp or seal). The reason is that historically in Japan, as in most Asian countries, signatures are not accorded significant importance (being perceived as easy to forge).

At SAECULII Y.K. we use the official company seal, which is registered with the Japanese Ministry of Justice.

Statement of Certification & translators
Should the translator be listed on the Statement of Certification? This really is a simple matter of perspective.

If the company is the translator, then the translating company must be listed on the Statement of Certification (more specifically, the Statement of Certification must be issued on the translation company's stationary with full contact details).

Folks often insist that the actual person doing the translation be included; however, this is simply not practical. The reason why is that, if you engage a professional translation company (and why would you not?), a whole team of translation professionals is assigned your translation to ensure accuracy - a translator, proof-checker and editor. So, the question then becomes 'Who do you include on Statement of Certification?'

Third party certificates & declarations
We ONLY issue the SAECULII Statement of Certification.

SAECULII will NOT complete & issue statement of certifications or declarations of 3rd party organizations, for whatever reason.

Do I need a certified Japanese translator?
Different countries have different requirements for certified translations; thus, it depends on the country where you’re submitting your application.

For example, in both Japan and America -which do not have government sanctioned licensing or accreditation for translators- licensing is not a requirement to provide certified translation services.

Our Golden Rule: Understand the requirements at the organization level (in the country) where you'll be submitting your translated documents.

Where do I start?
Different countries have different requirements for certified (official or sworn) translation. And, even when a standardized procedure may be in place for a given country, different official and governmental organizations within that country will have different requirements.

Therefore
  1. First, understand the requirements at the organization level, where you'll be submitting your translated documents.
  2. Next, contact SAECULII for a quote with a (scanned) soft copy of the documents that need to be translated and certified.
Once your request is received, we'll guide you through the process of getting your documents translated and certified »

Originals & copies of official documents
Should you provide the original documents or a copy of the original documents?

This very much depends on the translating company - Some will require the original and others simply a copy of the original. Having said that, there are a couple of things to bear in mind:
  • Delivering the original documents to the company is time consuming and costly.
  • The translation company is not qualified, and has no way (short of inquiring directly at the issuing authority), to authenticate your documents.
Naturally, you’ll need to include the original documents together with the translated documents when you submit your application.

At SAECULII we prefer (scanned) soft copies because it's easier for our project management system to track your documents which ensures you get quality service.

Delivery of certified translated documents
Are certified documents emailed or posted? Either can be acceptable.

Obviously, emailed softcopies of official translated Japanese documents are desirable since delivery is more efficient, not to mention cost effective. However, harking back to our Golden Rule: Understand the requirements at the organization level where you'll be submitting your documents.

Unless otherwise specifically requested, at SAECULII translated documents rendered in PDF format are emailed.

Upon request, we will post hardcopies to your preferred postal address (additional fees apply).

How are certified documents posted?
Here's how we ensure your certified documents are delivered properly:
  • All documents are printed on A4 size paper, inserted in a clear plastic folder to prevent creasing, and posted in a A4 sized business envelope.
  • Certified documents are posted via certified or registered mail to ensure ease of tracking, should that be necessary.
If you have any specific requests, then simply let your project manager know.

Certifying third party translated documents
Another company translated my document but will not certify it. Will you certify it? Yes, after we're satisfied the translation is accurate.

However, you should note that any company not prepared to certify its own translation work is a red flag. The reason many translating companies will not, or can not, certify their own translation is that they use machine translation -- They know poor quality machine translation is not acceptable to official organizations and, therefore, they refuse to provide you the necessary certification.

So, don't waste your time and money -- Always go with the folks that certify AND guarantee their services!

Partial translation of personal identification documents
We do not translate or certify translations of parts of personal identification documents. This includes documents with redacted sections.

Certified Translation & Notarized Translation
What's the difference?

A translation is certified when the Statement of Certification is affixed with the official company stamp (seal) or is signed by a translation company representative.

A translation is notarized when a Notary Public assures that the company’s representative’s signature or company’s stamp (seal) on the Statement of Certification is authentic.

There’s a general misconception that the Notary Public is verifying the accuracy of the translation. Since Notary Publics are NOT linguists, this is not true -- They simply verify the Statement of Certification was signed/stamped in person in a process that makes an official or sworn translation Japanese to English both certified AND notarized.

Do I need translation notarization?
Again, this harks back to our Golden Rule: Understand the requirements at the organization level (in the country) where you'll be submitting your translated documents.

Does SAECULII provide notarized translation services?
Yes, only if it is absolutely necessary.

You should, however, understand that the process of notarizing a document is very expensive in Japan. The cost varies between 14,000 yen and 30,000 yen depending on the document that needs to be notarized. This is because the Public Notary’s office falls under the jurisdiction of the Japanese Ministry of Justice, so there's a kind of monopoly at work.

Therefore, at the risk of being repetitive understand the requirements at the organization level where you'll be submitting your documents, before you request this services of SAECULII.

Will you accompany me to the embassy for notarization?
No.

Please see the FAQ above for notarization options.

Will my application be accepted?
Our translated documents are 100% guaranteed - If there is an issue with our translation we will re-work the documents free of charge, or you can get your money back. However, none of our translated documents have ever been reject by any governmental agency, anywhere

Having said that, we do not process your application so it is inappropriate - as so many folks do - to ask us if "my application will be accepted or rejected"!

As long as you follow the instructions of the organization you're submitting your documents to, there is no reason why documents we have translated will be reject.

Will you customize a Statement of Certification?
No.

We have used the same wording on the Statement of Certification for the past decade without a single rejection - Why fix what ain't broke?

Can you provide a "Certified True Copy of the Original" statement for my documents?
No. That is your responsibility -- If you want your application approved, then you need to ensure the documents provided SAECULII are a Certified True Copy of the Original!

Our job is to certify that the translation we do is a “true and faithful rendering of the original”.

(In addition, short of inquiring at the issuing authority -which creates additional issues such the need for proxy authorization to view private legal records- we have no way of ensuring that the documents YOU provide us to translate are authentic.)

What documents do I need for my application?
This is the kind of question that will get your application rejected!

Sure, translation companies have plenty of experience translating personal legal documents for all manner of applications. However, you should understand that:
  • Translation companies do NOT evaluate your application
  • Each application by the relevant authority is handled on a case-by-case basis

Therefore, save yourself time, energy and money by getting your facts directly from the authority that will be evaluating your application.

General Translation FAQ
Click here to view general translation frequently asked questions »

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