How to prepare a document scan for certified translation

A legible electronic copy is sufficient for an initial quotation. We agree separately which form of the source document will be used for the translation and what the recipient requires.

Place the document flat in even light. Keep all four edges of the page in the frame. When using a phone, hold it as parallel to the page as possible: an angled photograph makes small print harder to read.

Include every page to be translated. The reverse may contain a stamp, note or annotation. For a multipage document, include signature pages and attachments that form part of the assignment.

• Check that fingers, shadows and reflections do not hide any text.
• Open the file and zoom in on small letters, numbers and stamps.
• If a plastic sleeve causes reflections, remove it before taking the photograph when this can be done safely.

If an area is blurred, take another photograph or scan. Filters, sharpening and text recognition cannot restore missing content. Do not insert guessed words or replace an unreadable passage with your own interpretation.

You may add a close-up of a stamp or difficult annotation. Label it as a close-up and include the complete page too. If a handwritten document is available only in poor quality, mention this: legibility can be assessed after reviewing the material.

You can send one document as a PDF or as numbered photographs. There is no need to create a PDF if doing so reduces image quality. File names should distinguish the documents and show the order of their pages.

For selected pages from a large case file, give both the PDF page number and the case-file page number if they differ. Clearly label reference-only material so that it is not accidentally included in the quotation.

Example: 01_birth_certificate_front.jpg; 02_birth_certificate_reverse.jpg; 03_certificate.pdf. In the message: “Please translate all three files. The attached authority checklist is supplied only to explain the requirements.”

Sending a scan for a quotation does not mean that the translator has seen the paper original. The Polish Act on the Profession of Sworn Translator requires the translation to state whether it was prepared from an original, a translation or a copy. Explain what you hold and whether the original is available.

Ask the receiving authority, university or other institution which form of source document and translation it accepts. Include any instructions or request you have received. This guide concerns preparing an enquiry to the office; it does not replace the recipient’s document checklist.

Specify Ukrainian into Polish or Polish into Ukrainian. Identify the recipient and the date by which the translation is needed. If documents have different purposes, explain each one.

For a large set, you can first describe its size and format so that we can agree how to send it. The price, scope, any need to present the original, and collection arrangements are confirmed before the work starts.

• All pages, stamps and annotations within the requested scope are visible.
• The files open correctly and small print remains legible when enlarged.
• Page order and the scope of translation are clear.
• The enquiry gives the target language, purpose, deadline and contact details.

Ukrainian into Polish or Polish into Ukrainian. Send a legible scan, photograph or PDF and tell us where the translation will be used and when you need it. We confirm the scope, price, delivery date and collection arrangements after reviewing the material.

The office is at ul. Kielecka 2/53, 31-526 Kraków. Visits are by appointment. Documents can be sent electronically for an initial quotation from anywhere in Poland.