Translating documents for Express Entry and PR: who can translate and what to upload

Key takeaways

A document in another language needs an English or French translation and a scan of the original (or a certified photocopy the translator worked from)
The translation must be stamped by a certified translator, or come with a translator’s affidavit if a certified translator is not possible
You and your family cannot translate, certify copies or take the affidavit
Representatives and consultants cannot translate, even if they are lawyers, notaries or translators
Stamps and seals not in English or French must be translated too
Police certificates have their own rule: send colour scans of the originals, not certified copies

What to upload

IRCC’s Express Entry “apply for permanent residence” page says that if a document is not in English or French, you upload both of these:

an English or French translation that is stamped by a certified translator, or that comes with an affidavit from the person who did it. IRCC says to use the affidavit option only if a certified translator cannot do the translation
a scan of the original document, or a scan of a certified photocopy of the original that the translator worked from

If the translator worked from a photocopy, the translator should photocopy your original and stamp it. All stamps and seals that are not in English or French must be translated. If you used a certified translator, you can include a scanned letter that explains why you do not need an affidavit. If there is an affidavit, it must refer to both the translated document and the original.

IRCC’s completeness check instructions say the package should include a copy of the source document and a translation of all contents. Both must be stamped by the translator or referred to in the affidavit.

Who counts as a certified translator

IRCC says a certified translator is “a member in good standing of a professional translation association in Canada or abroad”. A seal or stamp shows the membership number. A translator who is still in the process of certification is not considered certified.

IRCC says: “Any family member, representative or consultant of the applicant who may be a lawyer, notary or translator is not permitted to translate documents.”

Affidavit and certified copies

In an affidavit, the translator swears before a commissioner authorized to administer oaths in their country that the translation is accurate. The commissioner or notary must be proficient in English or French.

A certified photocopy is a readable copy certified by an authorized person. That person marks their name and signature, position or title, the name of the original document, the date, and the phrase “I certify that this is a true copy of the original document.” In Canada, this can be a notary public, a commissioner of oaths or a commissioner for taking affidavits. Outside Canada, check local authorities. A notary may be able to do it.

You and your family cannot certify copies or take the affidavit, even if they are lawyers, notaries or authorized translators. IRCC’s family list is: parent, guardian, sibling, spouse, common-law partner, conjugal partner, grandparent, child, aunt, uncle, niece, nephew and first cousin.

IRCC pages that say different things

IRCC’s Help Centre answer gives a general rule across programs: send the translation, an affidavit from the translator, and a certified photocopy of the original. The Express Entry page is more specific: an affidavit only if no certified translator is used, and a certified photocopy only if the translator worked from one. For Express Entry, follow the Express Entry page. Other programs, such as citizenship, can have their own rules.

Police certificates are different. IRCC says a police certificate not in English or French needs a translation from a certified translator, and “we don’t accept translations by family members”. See IRCC’s police certificate answer. Police certificates must be colour scans of the originals, and certified true copies are not acceptable.

What this means for you

Your document is fully in English or French: you do not need a translation. This is common for many Philippine and Nigerian documents. Check that any stamps and seals are also in English or French.
Your document is in Hindi, Tamil, Gujarati, Punjabi, Sinhala or Chinese: use a certified translator and upload the translation with the original.
A relative speaks both languages: they cannot translate, certify or take the affidavit for you.
You cannot find a certified translator: IRCC allows an affidavit from the person who did the translation, only if a certified translator cannot be used.

What to do next

Make a list of your documents and mark which ones are not in English or French.
Find a certified translator who is a member of a professional translation association.
Ask the translator to stamp the translation and the copy of the original.
Scan everything in order, then upload the translation with the original or certified copy.
Use our document checklist generator and read our Express Entry guide.

Frequently asked questions

Can a family member translate my documents for IRCC?

No. IRCC says any family member, representative or consultant of the applicant is not permitted to translate documents.

Do I need an affidavit?

Only if a certified translator cannot do the translation. If you used a certified translator, you can upload a letter explaining that.

Who can certify a photocopy?

In Canada: a notary public, a commissioner of oaths or a commissioner for taking affidavits. Outside Canada, check local authorities. You and your family cannot.

Do stamps and seals need translating?

Yes, if they are not in English or French.

Does this apply to police certificates?

Police certificates need a certified translation if not in English or French, and must be colour scans of originals, not certified copies.

Sources

Facts as provided in our research brief dated October 10, 2026.

This is general information, not legal or immigration advice. For your situation, consult a licensed immigration consultant (RCIC) or lawyer.