In Poland, a certified translation (often mistakenly referred to as a “sworn” translation, or tłumaczenie przysięgłe) is an official document that carries full legal effect. Unlike a standard translation, it can only be performed by a Sworn Translator.

Key features of a certified translation in Poland include:

• Legal Status: In Poland, a certified translation is not just a language service; it is an official legal instrument 

• The Certification Clause: Every document ends with a formal statement (the “clause”) confirming that the translation is a true and faithful rendering of the source text.

• The Official Seal or Digital Signature: Depending on the format you require, the document may be authenticated in one of two ways:

  • Physical: The document is stamped with a unique metal seal , and is signed by hand.

  • Digital: The document is a PDF file secured with a Qualified Electronic Signature. This digital signature is legally equivalent to the physical seal and handwritten signature, specifically designed for use in electronic administrative procedures (such as those handled via ePUAP or university recruitment portals).

• Formal Formatting: The translator must describe all headers, stamps, seals, signatures, and even marginal notes or watermarks found in the original document.

• Accounting for the Source: The certification clause must explicitly state whether the translation was made from an original document, a certified copy, or a photocopy. (Note: Many Polish institutions require the translation to be made from the original to be fully accepted)

You will generally need a certified translation for any “official” business in Poland, including:

• Submitting foreign degrees or transcripts to Polish universities or NAWA.

• Registering foreign birth or marriage certificates at the Civil Registry Office (Urząd Stanu Cywilnego).

• Submitting documents to the Immigration Office (Urząd Wojewódzki) for residency permits.

• Business contracts, court documents, or notary acts.

Under Polish law, you must use a sworn interpreter in any situation involving a “legal act” where you do not have a high-level command of the Polish language. These situations include:

• Notary Appointments: Buying or selling real estate, establishing a power of attorney (pełnomocnictwo), or signing a pre-nup or a post-nup (intercyza). A Notary Public will refuse to perform the act if you do not speak Polish and a sworn interpreter is not present.

• Civil Registry Office (USC): During your wedding ceremony or when recognizing fatherhood of a child.

• Court Proceedings: If you are a party or a witness in a court case.

• Police and Prosecution: During formal questioning or when filing a report.

• Company Formation: When signing the articles of association for a limited liability company (Spółka z o.o.) at a notary’s office.

To start the process, a high-quality scan is sufficient. However, Polish law requires me to state in the certification clause whether the translation was made from an original or a copy.

It is important to understand that an “original” can now exist in two forms:

1. A physical paper document (with “wet” stamps and signatures).

2. A digitally native PDF (secured with a Qualified Electronic Signature).

How the Procedure Works:

• Step 1: Sending the file. You send me a scan (if your original is paper) or the original electronic PDF (if it was issued digitally with an e-signature).

• Step 2: Verification for “Original” status.

  • For Digital Originals: If you provide the original PDF file containing the qualified electronic signature, I can certify the translation as “made from the original” immediately.

  • For Paper Originals: If you send a scan but want the translation to read “made from the original,” you must present the physical paper document to me at some point—showing it to me when you collect the translation is perfectly fine.

• The “Copy” Alternative: If I only ever see a scan or a photo of a paper document and never the physical original, the law requires me to state that the translation was “made on the basis of a copy.”

You can manage almost everything remotely, and for the final “Original” certification, you don’t even have to be the one who visits the office. 
Anyone who presents the original document to me (a friend, a colleague, or a family member) can have the translation verified and collect it on your behalf. No formal power of attorney is required.

Under Polish law, a sworn translator is permitted to certify a translation prepared by another person. However, this is not merely a “stamping service.” When I sign a document, I take on full legal and professional liability for every word, comma, and formal description.

Because of this responsibility, I must treat a pre-translated text with the same rigor as my own work. Here is what you should consider:

• Strict Formal Requirements: A certified translation is much more than a linguistic conversion. It must include specific formal elements required by the Ministry of Justice, such as the description of every seal, watermark, signature, and marginal note. Most “lay” translations lack these mandatory formal descriptions.

   

• Impeccable Quality: For a translation to be certified, it must be impeccable both linguistically and formally. If a pre-prepared translation contains errors, stylistic inconsistencies, or fails to meet the legal standards, I cannot certify it.

By law, I am required to maintain a formal, chronological logbook of all official services provided, known as the Repertorium. Every certified translation I produce is assigned a unique entry number (e.g., Pos. 123/2026). You will find this number within the certification clause at the end of your document.
Note: The Repertorium is a confidential record. While the entry number is public on your document, the details of your transaction are protected and handled according to strict professional secrecy and data protection (GDPR) standards.