If a document contains multiple languages, do not assume that it is enough to translate its main text. A marginal note, a stamp, the reverse side, or an apostille may contain information necessary for the process. Before commissioning a certified translation, it is advisable to review the entire document, identify where it will be submitted, and confirm which parts the receiving entity requires to be translated.
Imagine a certificate issued in Russian, with an apostille in English and a subsequent annotation in another language. At first glance, it looks like “a document to be translated from Russian.” In reality, the project may require work in more than one language combination. Identifying this early on helps to accurately estimate the budget and timeframe, and prevents the discovery, upon submitting the application, that a part is missing.
Which parts of the document need to be reviewed?
Look at all the pages and both sides, even if some appear blank or contain only a stamp. Pay special attention to:
- The main text and the data filled out by hand.
- The marginal notes and subsequent proceedings.
- Seals, stamps and signatures accompanied by text.
- The apostille or legalization, if it exists.
- The annexes that the receiving entity requests to be submitted along with the document.
This does not mean that each element is translated in the same way, nor that all annexes always need to be translated. The scope depends on the content and the requirements of the procedure. It is best to send the complete set so that it can be reviewed before starting .
The main document is in one language and the apostille in another.
This is a common situation in international documentation. An apostille certifies the origin of a public document; a sworn translation allows its content to be understood in the requested language. They serve different purposes.
If you already have the apostille, send the document to iTrad along with the apostille and indicate where you will be submitting it. This will allow us to check if the apostille contains text that needs to be translated and if certified professionals for different languages are required. If you don’t yet have the apostille, please explain what stage the process is at before finalizing the order. You will find more details in our guide on certified translation and the Hague Apostille .
Can a single certified translator handle all languages?
It depends on the languages for which you are certified. When a document combines several languages, it’s wise to identify each section and organize the work according to the necessary certifications. It’s not advisable to assume that knowing a language equates to being qualified to certify a sworn translation of it . When requesting a quote from an agency, indicate all the languages you’ve identified, even if they only appear on a stamp or in the apostille.
What if the document is already bilingual or multilingual?
The fact that a document displays two languages does not, in itself, resolve the issue. Check if all relevant content appears in Spanish: completed fields, observations, notes, and stamps may only be in the other language. Then, consult the recipient organization to confirm if they accept that specific format.
There is also a scenario that should be reviewed before paying for a translation. For certain public documents issued in one EU Member State and submitted in another , Regulation (EU) 2016/1191 allows them to be accompanied by a multilingual standard form. This form can eliminate the need for translation, although the receiving authority may exceptionally request it if the information provided is insufficient. This solution is not applicable to every bilingual document or all procedures. You can check its scope on the European eJustice Portal .
What to send to receive a tailored quote
To get a quote for a certified translation of a multilingual document, please send us:
- A legible copy of all pages and sides , including annexes and apostille.
- The country and the entity where you will submit it : for example, a registry, a university, or a consulate.
- The target language and, if you know, the languages present in the document.
- The instructions received from the entity , especially if they specify what needs to be translated and in what format it should be delivered.
- The deadline and whether you need electronic, paper, or both submissions.
If any stamp is illegible or a page is missing, please indicate this. A complete and clear image allows us to define the scope of work more precisely. You can also consult our guide on how to send us your documents .
Two questions before submitting the translation
Does the translation include the parts that the entity has requested? Compare the order with your instructions and check that no note, attachment or apostille that you were required to provide has been left out.
Is the delivery format the one that the procedure allows? In Spain, sworn translations can be certified on paper and with an electronic signature, in accordance with their respective requirements. The proper method of submission, especially to a foreign entity, should be confirmed with the recipient of the document.
At iTrad Sworn Translators, we can review your documents and help you define the scope of your project before translating them. If your certificate, deed, diploma, or file contains multiple languages, please send us all the pages and let us know where you will be submitting it. You can write to info@itrad.es or use our contact form .
