Certified Japanese Translation Services in Tokyo, Japan
Comprehensive Frequently Asked Questions - Get all the answers to your Japanese-to-English official translation questions right here
Getting official certified translation right from the go get will save you time, money and effort. Therefore, always keep front and center our certified translation GOLDEN RULE:
Understand the requirements at the organization level (in the country) where you'll be submitting your translated documents.
Let’s get started.
What is Certified Japanese Translation? »
Statement of Certification »
Statement of Certification: Signed or Stamped? »
Statement of Certification & Translators »
Do I need a certified Japanese translator? »
Originals & copies of official documents »
Types of documents translated & certified »
Do you provide embassy translation services? »
Can I get certified translation done online? »
Where do I start? »
How many copies of translated documents do I get? »
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? »
Affixing the SAECULII Y.K. official seal on translated documents »
Can you provide a "Certified True Copy of the Original" statement for my documents? »
What documents do I need for my application? »
Does the SAECULII GUARANTEE also cover certified & official translation? »
General Translation FAQ »
FAQ - Certified Translations
What is certified Japanese translation?
Certified translation is one type of official translation. Official Translation comes in four flavors:
- Certified Translation
- Sworn Translation
- Notarized translation
- Apostilled Translation
Certified translation is certified with a Statement of Certification (also known as a Certificate of Accuracy) attesting to the accuracy of the translation, which is issued by the translation company (i.e., self-certifying). This type of translation is prevalent in common law countries, which generally are English-speaking countries and Japan.
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
Translated by Professionals & Certified
Accurate. Certified. Accepted. Anywhere
(Click Image to View)
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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 Japanese to English certified translation 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 for such important translations?), a whole team of translation professionals is assigned to your translation to ensure accuracy - a translator, proof-checker and editor. So, the question then becomes 'Who do you include on Statement of Certification?'
The company is the Translator.
Do I need a certified Japanese translator?
Terminology:
A certified translator is a translator who has earned a certificate in a specific field of translation, such as finance or business, etc. That is, it does NOT mean a translator accredited to provided "certified translations".
The better question is
"What accreditations are required for the translation of my personal documents?"
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.
See our Golden Rule.
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 soft copies because it's easier for our project management system to track your documents which ensures you get quality service.
Types of documents translated & certified
Any translated document can be certified. That does not mean, however, that every document translated should be certified.
In general terms there are two scenarios where a translated document will require certification:
- Translated personal legal documents submitted for an official application, for example for visa, immigration, or loan applications. This may include documents such as birth certificates, family registers (koseki), residence certificates and financial information.
- Translated commercial legal documents submitted for an official application or when required by partner companies. This typically includes articles of incorporation, financial information and legal contracts.
If you're not sure what documents need translation, see our Golden Rule.
Do you provide embassy translation services?
A significant amount of the official certified translations we deliver are submitted to embassies, consulates and immigration departments and services, globally.
Can I get certified translation done online?
Absolutely!
Most, if not all, certified Japanese to English translations are handled online due to convenience and cost savings.
FAQ - Certified Translation Service
Where do I start?
Different countries have different requirements for certified (official) 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. (Note that certified translation is different from sworn translation.)
Therefore
- First, see our Golden Rule.
- Next, contact SAECULII for a quote with a 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 »
How many copies of translated documents do I get?
One copy.
If you require additional copies, simply let you project manager know how many copies you require before placing your order and it will be arranged (additional fees apply).
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 also post hardcopies to your preferred postal address, globally (postage 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. Naturally, there is a cost associated with this service.
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 identification documents. This includes documents with redacted sections.
The reason why is that certified translation requires everything on a document to be translated and, as such, relevant authorities generally do NOT accept partially translated and redacted documents.
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 authenticates documents.
(Note that 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.)
Do I need translation notarization?
Again, this harks back to our Golden Rule.
Does SAECULII provide notarized translation services?
We will provide you with the necessary notary public information to get your documents notarized.
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 service 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 several decades without a single rejection -- Why fix what ain't broke?
Affixing the SAECULII Y.K. official seal on translated documents
We will not affix the official SAECULII Y.K. seal to translated documents.
The simple reason why is because our seal is NOT part of the original document. In addition, all documents we translate are clearly identified in the Statement of Certification, which does have the official SAECULII Y.K. seal affixed.
Regardless of what lawyers or immigration consultants claim, this has never been an issue with official organizations in the several DECADES that we have been providing certified translations.
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 for translation 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 as 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, and
- 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.
Does the SAECULII GUARANTEE Cover Certified & Official Translation?
Yes, all work done by SAECULII is fully guaranteed. Click here to view Certified Translation Guarantee »
General Translation FAQ
Click here to view general translation frequently asked questions »
Get in touch today and ensure that your translated & certified Japanese documents are accepted anywhere, anytime - Certified Japanese Translation Services »
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