Getting a quote for a certified translation should be quick. In practice, however, clients often receive questions instead of a price: are these all the pages?, which language?, which institution?, by what date? Each question means another exchange of e-mails and a longer waiting time.

As a sworn translator of English based in Wrocław, Poland, I prepare quotes for individuals and businesses every day. Experience shows that the speed of the whole process depends largely on how the materials are submitted. This guide explains how to prepare your documents so that the quote is fast, accurate and binding.

Why Document Preparation Affects Your Certified Translation Quote

A sworn translator cannot make any assumptions or guess what a document says. The translator is responsible for accuracy of translation and states in the certification whether it was made from an original, a copy, a certified copy or an extract. All graphic elements must also be described: stamps, signatures, handwritten notes and watermarks.

For this reason, a reliable quote requires a complete picture of the document. Incomplete or illegible material results in an estimate rather than a final price.

What Determines the Price of a Certified Translation

Clients often ask how much a certified translation of a single document costs. The answer depends on several factors:

Volume – in Poland, one billing page of certified translation equals 1,125 characters including spaces, and every started page counts as a full page.
Language to be translated– Polish-to-English translation is usually more expensive than English-to-Polish.
Type of text – medical, technical or legal documentation requires more work than a standard civil status certificate.
Turnaround time – express service involves a surcharge.
Legibility – deciphering unclear passages takes extra time.
Number of copies and delivery method – additional copies and courier delivery affect the final cost.

Note that volume is calculated based on the translated text, not the source. For short official documents, the translator usually quotes a fixed price straight away. For longer ones, an estimate is given and confirmed once the translation is complete.

Step 1: Send All the Pages

This is the most common cause of delays. Please send the complete document, including:

the reverse sides of documents (even, if they appear blank – they often carry stamps or notes),
attachments and annexes,
an apostille or legalisation, if attached,
pages containing only signatures.

If a page has been left out on purpose, please mention it. A single sentence saves several follow-up questions.

Step 2: Make Sure the Scan or Photo Is Legible

A scan or a good photo is sufficient for a quote. A few simple rules make a real difference:

Scan at a minimum of 300 dpi, in colour.
Photograph the document lying flat, directly from above, in daylight.
Do not use the flash, and take the document out of any plastic sleeve.
Make sure all four edges of the page are visible.
Do not apply filters or automatic image “enhancement”.
Zoom in on the photo and check that the small print is readable.

Pay particular attention to dates, document numbers, names and stamps. These are the details most often lost in glare or shadow.

Step 3: Organise Your Files

The most convenient format is a single PDF containing the entire document with pages in the correct order. If you are sending several documents, each should be a separate file with a clear name, e.g. marriage_certificate.pdf or employment_reference.pdf.

Please avoid sending images via messaging apps, which compress them. Pasting photos into Word files or sending dozens of unnumbered images is also best avoided.

Step 4: Provide Information About the Purpose of the Translation

The document itself is only half of the information. A complete quote also requires:

language of the translation – English into Polish or vice versa,
receiving institution – registry office, court, university, employer,
country where the document will be submitted – this may affect formal requirements,
format – paper or electronic, signed with a qualified electronic signature,
number of copies,
required deadline – ideally a specific date rather than “urgent”,
scope – whether the entire document or only selected pages should be translated.

It also helps to provide the spelling of names exactly as it appears in the passport, especially where diacritics or married names are involved.

Step 5: Check Whether the Institution Requires Translation From the Original

A scan is enough for the quote. Some institutions, however – for instance certain registry offices or vehicle registration departments – require the translation to be made from the original document. In that case the original must be shown to the translator in person or sent by post. It is best to confirm this with the institution before placing the order.

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Common Mistakes That Delay a Quote

In our experience, quotes are most often held up by:

sending one page with a note that “the rest are similar”,
photos taken at an angle or with cropped corners,
password-protected files sent without the password,
several versions of the same document with no indication of the final one,
no information about the language direction.

Personal Data Protection When Sending Documents

Documents submitted for translation usually contain personal data. A sworn translator is bound by professional secrecy regarding information obtained in the course of their work, and data processing is subject to the GDPR. We recommend sending documents by email or via the website form rather than through public messaging apps or unsecured links.

Sworn English Translator in Wrocław – How to Request a Quote

If you need a certified translation, you are welcome to contact the Office of a Sworn Translator Jacek Kasprzyk based in Wrocław. Mr Jacek Kasprzyk serves his clients both in person and remotely, in Poland and abroad. The office provides English–Polish and Polish–English certified translations of civil status records, diplomas, school certificates, contracts, vehicle documents, court papers and corporate documents.

Simply send a clear scan of all pages together with information about the purpose of the translation and your deadline. You will usually receive a free quote within one business hour.

👉 Contact us: tlumaczenia-kasprzyk.pl

FAQ – Frequently Asked Questions

Is a phone photo sufficient for a certified translation quote?
Yes, provided it is sharp, taken straight from above and shows the entire page. All data, stamps and signatures must remain legible when zoomed in.

How much does a certified translation from English into Polish cost?
The price depends on the volume, the type of text and the deadline. Billing is per page of 1,125 characters including spaces. We give an exact price once we receive a scan of the document.

Can I get a quote based on one sample page?
You can receive an approximate estimate. A binding quote, however, requires all pages, because even documents of the same type vary in length and content.

Can a sworn translator translate only part of a document?
Yes. The translator then states in the certification that the translation covers an extract. Please make sure the receiving institution accepts a partial translation.

Do I need to provide the original document?
Not for the quote. For the translation itself, only if the receiving institution requires it. Otherwise, the translation is made from a scan or copy, and this is noted in the certification.

Does the apostille need to be translated too?
If the apostille is permanently attached to the document and the institution requires a full translation, yes. It is best to send it along with the document at the quotation stage.

Can a certified translation be issued electronically?
Yes. A sworn translator in Poland may prepare a translation in electronic form signed with a qualified electronic signature. Check in advance whether the receiving institution accepts this format.

How long does it take to prepare a quote?
With complete and legible materials, a quote usually takes from under an hour to a few business hours. Missing documents extend this time.

Legal Basis

Act of 25 November 2004 on the Profession of Sworn Translator (consolidated text: Journal of Laws of 2019, item 1326)
Regulation of the Minister of Justice of 24 January 2005 on remuneration for the services of sworn translators (consolidated text: Journal of Laws of 2025, item 312)
Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (General Data Protection Regulation) (OJ L 119, 4.5.2016, p. 1)
Act of 10 May 2018 on the Protection of Personal Data (consolidated text: Journal of Laws of 2019, item 1781)
Regulation (EU) 2016/1191 of the European Parliament and of the Council of 6 July 2016 on promoting the free movement of citizens by simplifying the requirements for presenting certain public documents in the European Union (OJ L 200, 26.7.2016, p. 1)
Convention Abolishing the Requirement of Legalisation for Foreign Public Documents, The Hague, 5 October 1961 (Journal of Laws of 2005, No. 112, item 938)
Act of 28 November 2014 – Civil Status Records Act (as amended)

grafika: piixabay.com