General information about translating registry office documents
Documents issued by registry offices are among the official documents that are most frequently translated by a sworn translator of the English language.
Pursuant to the provisions of the Registry Office Records Act of 28th November 2014, “documents drawn up in a foreign language must be submitted with the official translation to Polish made by a sworn translator entered on a list kept by the Minister of Justice” (Art. 31, section 1, point 1 of the Act). Documents issued in English by foreign institutions and authorities being equivalent to Polish registry office can be very diversified in their formal aspect and often bear handwritten entries, annotations, imprints of embossed and ink seals, stamps and date stamps, labels containing additional codes and clauses and additional certifying formulas. Also, they may contain specific elements securing them against forgery, such as watermarks, embossing, holograms, security threads and logo. All these elements must be included in a certified (sworn) translation. Sworn translations must also include translation of all abbreviations and acronyms from English in their full form. Furthermore, a sworn translator adds relevant comments to inform the reader about additional graphic elements of a document drawn up in English and other specific features of a document, for instance handwritten entries on margin or overleaf. Apart from that, sworn translations must contain descriptions of empty / blank boxes in forms, relevant notes about possible spelling or numbering errors, and original spelling of names, surnames and proper names in a document issued in English.
Who produces sworn translations from English for the purposes of Polish registry office?
In the case of a need to translate foreign documents drawn up in English, the safest way is to contact a sworn translator of the English language who obtained professional qualifications by way of an exam for a sworn translator organised by the Ministry of Justice. In the case of certified (sworn) translations made by a sworn translator of the English language who acquired qualifications abroad, the head of a registry office may question such translations due to lack of sufficient regulation of competences of such translators in the Polish law (as a general rule, the term “sworn translator” refers to a person who obtained this title based on the Act on the Profession of a Sworn Translator of 25th November 2004). Therefore, a client who ordered a sworn translation from English from a “foreign” translator may encounter obstacles which can be avoided by choosing sworn translation made by a sworn translator of the English language who acquired his/her qualifications based on the aforementioned act. Needless to say, standard translations from English, which are not certified by a sworn translator of this language will not be accepted by any registry office.
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Which registry office documents require sworn translation?
There are three types of documents issued by registry offices which our clients bring for translation: a birth certificate, a marriage certificate and a death certificate. As a general rule, they are drawn up by the head of a registry office. Events pertaining to a citizen of the Republic of Poland which took place abroad constitute an exception. In this case, the competent authority will be the Consul of the Republic of Poland who informs a relevant registry office about such event. Original certificates are kept in archives of relevant registry office and the applicant may obtain only a copy of such certificate. These are documents drawn up at the time of entering the fact of birth, conclusion of marriage or death to a registry office and pursuant to the Act, they “constitute a sole evidence of events stated therein”, and “the fact that they are false can only be proven by court proceedings” (Art. 3 of the Registry Office Records Act). These statutory provisions clearly indicate to legal significance of the certificates issued by a registry office and data contained therein, and thus, constitute justification for special requirements connected with sworn translation of such documents from Polish to English. When translating the aforementioned registry office documents, a sworn translator bears liability for data and facts stated in the original document and translated to English (or Polish).
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Sworn translation of birth certificate from Polish to English in Wrocław
unabridged (full) copy of birth certificate pdf
Birth certificate is a document issued by local registry office competent for domicile of one of the parents of a child born in Poland (parents have 14 days for reporting birth of a child in the office). If a child is born abroad, on board of a Polish plane or vessel and the parents’ place of residence is not within the territory of the Republic of Poland, the office competent to draw up such birth certificate is the Registry Office for Warszawa-Śródmieście. Abridged copy of birth certificate can often be obtained free of charge, and the rules for payment for issuance of abridged or unabridged (full) copy of birth certificate are specified in the Act on Stamp Duty of 16th November 2006. A copy of birth certificate can be obtained via the Internet (if the applicant has a trusted profile or qualified certificate), directly in the office or via correspondence (post office). Copies of birth certificate can be issued not only to a person indicated in such certificate, but also to the person’s spouse, family member, or statutory representative and also to a court or prosecutor, public administration institution, or a person who demonstrates legal interest justifying issuance of such a copy of birth certificate. Sworn translation of documents such as abridged copy of birth certificate or unabridged (full) copy of birth certificate from Polish to English is most frequently needed in the case of Polish citizens leaving the country permanently, or wedding that is to take place in other country, inheritance proceedings (for the purpose of demonstrating or excluding right of succession), or maintenance proceedings pending before a court or other country.
abridged copy of birth certificate pdf
Sworn translation of birth certificate issued by authorities of other country in English is most frequently needed when a child of Polish citizens is born abroad and the parents want to register the birth in a Polish registry office (so-called registration of a foreign birth certificate). In such a case, sworn translation from English must be submitted to a registry office competent for the last place of residence of one of the parents. Such translation is also necessary when applying for issuance of a passport of the Republic of Poland for children born abroad.
When do we need sworn translation of a marriage certificate to English?
unabridged (full) copy of marriage certificate pdf
Marriage certificate is a document drawn up by the head of a registry office which confirms change of marital status of persons indicated therein. Copies of marriage certificates are issued based on original entry in the records of a registry office. Depending on needs, these include: abridged copy of marriage certificate or unabridged (full) copy of marriage certificate. Abridged copy of marriage certificate is obviously shorter and contains only the current content of the certificate with consideration of changes made in its content. Full copy of marriage certificate provides more information and contains faithful representation of the original certificate as of the day of its drawing with possible changes introduced thereafter (for instance, annotation about divorce).
Due to increasing number of marriages concluded by foreigners in Poland, the demand for sworn translation of marriage certificates to English is also constantly growing. Translations of copies of marriage certificates originally drawn up in Polish are most frequently used for registration of a marriage in home country of one of the spouses. On the other hand, sworn translations of copies of marriage certificates originally drawn up in English are most often needed for the purpose of registration of the concluded marriage in the records of Polish registry offices or in connection with applying for issuance of a passport of the Republic of Poland. In case of applying for entry of marriage concluded outside the territory of the Republic of Poland, it is possible to register such marriage, if the country in which the wedding ceremony took place does not keep a register of marital status records.
If a married couple received a relevant copy of marriage certificate in English, transcription of such document (that is transfer of marriage certificate drawn up abroad to Polish registry office) is possible. Also, the provisions of Polish law stipulate a possibility of recreating the content of foreign registry office documents. In each of the aforementioned cases, apart from a set of required documents (including a copy of marriage certificate or certificate of marriage drawn up in English), sworn translations of such documents (made by a sworn translator of the English language) must also be submitted to a registry office.
During many years of working as a sworn translator, I had the pleasure of translating documents confirming the fact of conclusion of marriage issued in numerous English-speaking countries such as the United States of America, the United Kingdom, Malta, Canada, Australia, the Republic of South Africa, India or New Zealand. I also translated copies of marriage certificates issued in English in more exotic countries such as the United Arab Emirates, Seychelles, Mauritius, Unguja, the Philippines, Nepal or Georgia. However, I always recommend my clients to deliver original documents for the purposes of certifying compliance of translation with the original. As a general rule, Polish registry offices do not accept sworn translations from English certified for compliance with a copy. In the case of church wedding (concordat wedding), there is also a necessity to translate documents issued by parish offices. Sworn translations of documents such as baptism certificate, confirmation certificate or certificate of so-called church wedding also require submitting original documents for the purposes of certification made by a sworn translator.
Where can I order sworn translation of registry office documents in Wrocław?
We encourage you to send documents (in a form of scans or photos) via form order available at our website: Prices or to send them directly to our E‑mail address: kancelaria@tlumaczenia-kasprzyk.pl. Information regarding cost and terms and conditions of document translations (both sworn as well as standard translations) can be obtained by phone at the following number: +48 608 722 438, or directly in our office at ul. Podwale 36A office 14 in the center of Wrocław, near the Registry Office in Wrocław. In case of clients staying abroad who need translation of official documents from English language, there is also an option of sending documents for translation via post or courier (after previous arrangement of the address and date of shipment). We offer sworn translation services of registry office documents with short delivery dates but also in express mode (collection of a translation within 24 hours from placing an order for sworn translation). The office also offers interpreting services to English made by an experienced sworn translator entered in the list of sworn translators kept by the Minister of Justice of the Republic of Poland. Do not hesitate to use our services!
Jacek Kasprzyk
Sworn Translator of the English Language in Wrocław
LINKS TO LEGAL ACTS:
Registry Office Records Act of 28th November 2014
https://isap.sejm.gov.pl/isap.nsf/DocDetails.xsp?id=wdu20140001741
The Act on the Profession of a Sworn Translator of 25th November 2004
https://isap.sejm.gov.pl/isap.nsf/DocDetails.xsp?id=wdu20042732702
The Act on Stamp Duty of 16th November 2006
https://isap.sejm.gov.pl/isap.nsf/DocDetails.xsp?id=wdu20062251635
The Act on Cemeteries and Burial of the Dead of 31st January 1959
https://isap.sejm.gov.pl/isap.nsf/DocDetails.xsp?id=WDU19590110062
Convention no. 16 of the International Commission on Civil Status (form C) of 8th September 1976
https://isap.sejm.gov.pl/isap.nsf/download.xsp/WDU20041661735/O/D20041735.pdf
The Act on Change of Name and Surname of 17th October 2008
https://isap.sejm.gov.pl/isap.nsf/DocDetails.xsp?id=wdu20082201414