How to Avoid Pitfalls in Translating And Notarizing Your Documents Under Stricter Checks
November 14, 2025
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Immigration, Refugees and Citizenship Canada (IRCC) has tightened its verification rules in 2025, particularly around supporting documents. Applicants now face stricter checks on translations and notarizations, meaning even small mistakes can lead to delays or outright refusals. Ensuring your documents are handled properly is one of the most critical steps in your application process.
Why Proper Translation and Notarization Matters
IRCC requires all documents not in English or French to be translated by a certified translator. Alongside the translation, applicants often need notarized copies or an affidavit from the translator. Failure to meet these standards can make documents invalid.
Stricter checks are now in place to prevent fraud, ensure consistency, and protect the integrity of Canada’s immigration system. This means applicants must be especially careful when submitting translated and notarized documents.
Common Pitfalls to Avoid
Using Non-Certified Translators
One of the most frequent mistakes is relying on informal or uncertified translators, including family or friends. IRCC only accepts certified translators who are members in good standing of a recognized professional body. Using anyone else puts your application at risk.
Missing Affidavits
If your translator is not certified, you must include an affidavit sworn before a commissioner or notary public. Many applicants overlook this step, resulting in incomplete documentation.
Not Notarizing Copies
Some documents require both a certified translation and a notarized copy of the original. Submitting only one without the other can lead to IRCC rejecting your file.
Inconsistent Translations
All your documents must use consistent names, dates, and formats. For example, variations in the spelling of your name across documents may trigger additional verification requests. Consistency is key.
Ignoring Formatting Rules
IRCC requires clear, legible translations with all stamps, signatures, and seals properly indicated. Applicants sometimes submit partial translations or skip details they think are unimportant. Every detail must be included.
Best Practices for Applicants
Work With Certified Professionals
Always use certified translators and notaries familiar with IRCC requirements. This investment saves time, money, and stress in the long run.
Double-Check Requirements
Different application streams may have different document requirements. For example, study permits, work permits, and permanent residency applications may require specific notarized documents. Always verify what IRCC expects for your case.
Keep Copies of Everything
Maintain organized copies of original documents, translations, affidavits, and notarized versions. If IRCC requests resubmission or further clarification, you will be ready.
Plan for Delays
Getting documents translated and notarized can take time. Factor this into your application timeline to avoid missing deadlines.
Under the stricter verification checks in 2025, even minor errors in translation and notarization can harm your immigration application. By avoiding common pitfalls, working with certified professionals, and staying organized, you can protect your application from unnecessary delays and ensure your documents meet IRCC’s high standards.
Frequently Asked Questions
Who Can Translate Documents For IRCC?
Only certified translators who are members of a recognized professional association in Canada or abroad can provide acceptable translations. Friends or relatives cannot translate your documents.
Do All Documents Need to be Notarized?
Not all documents require notarization, but some, like copies of original certificates, do. Always check IRCC’s instructions for your specific application stream.
What Happens if my Documents Are Incorrectly Translated?
Incorrect or incomplete translations may result in IRCC requesting resubmissions, causing delays, or in some cases, refusal of your application. Accuracy is crucial.