Immigration Document Checklist: Translations, Apostilles and Certified Copies (US, Canada, UK, Australia)

Most visa and permanent residence applications to the US, Canada, the UK and Australia need the same core documents: passport, civil records, police certificates, proof of education and work, and proof of funds. Any document not in English (or French, for Canada) must come with a full translation that meets the receiving country’s rules. Apostilles are needed less often than people think: they matter mainly when a document is used outside immigration, or when a specific process asks for one.

Key points

• Get translations from an independent professional translator. Canada rejects translations by the applicant or family members.
• Every translation must be complete. Summaries or partial translations are not accepted by USCIS.
• An apostille proves a public document’s signature and seal are genuine. All four destination countries are parties to the Apostille Convention; Canada joined on 11 January 2024.
• Several common source countries joined recently: China (7 November 2023), Pakistan (9 March 2023), Bangladesh (30 March 2025) and Viet Nam (11 September 2026).
• Keep certified copies and digital scans of everything. Most applications are now online.

The core document checklist

Use this as a starting list. Your specific visa checklist always takes priority.

Document	Why it is needed	Tips
Valid passport (all pages with stamps)	Identity and travel history	Check validity covers the whole application period
Birth certificate	Identity, parents, age	Use the long-form version showing parents’ names
Marriage, divorce or death certificates	Relationship status; previous marriages ended	Include every previous marriage
Children’s birth certificates and custody papers	Dependants	Consent from the other parent if a child travels without them
Police certificates	Character	Each country sets which countries you need them from and how recent they must be
Medical exam	Health requirements	Usually done by a government-approved doctor (panel physician or civil surgeon)
Language test results	English or French ability	Check the test is accepted for your visa and is still valid
Degree certificates and transcripts	Education points or eligibility	Some routes need a credential assessment (for example, Canada’s ECA)
Employment reference letters	Work experience	On company letterhead with dates, hours, salary and duties
Proof of funds	Financial capacity	See our proof of funds comparison
Photos	Identity	Each country has different photo specifications
Relationship evidence	Partner visas	Joint accounts, leases, photos, messages over time

Translation rules by country

United States (USCIS)

The USCIS Policy Manual says any foreign-language document must be accompanied by a full English translation. The translator must certify that:

• the translation is complete and accurate, and
• they are competent to translate from the foreign language into English.

The rule comes from 8 CFR 103.2(b)(3). USCIS does not require a particular accreditation. In practice, translators sign and date the certification and add their name and address so it can be checked. A summary translation is not enough. The State Department and National Visa Center have their own document instructions for immigrant visa cases.

Originals vs copies: For USCIS, a legible photocopy is generally acceptable at filing unless the form instructions say otherwise. Medical exams, certain affidavits and labour certifications usually must be originals. USCIS can ask for an original at any time, and may deny the case if you do not provide it.

Canada (IRCC)

IRCC needs documents not in English or French to be translated by a certified translator, meaning a member in good standing of a professional translation association in Canada or abroad, shown by a stamp or seal with their membership number.

• If the translator is certified in Canada, no affidavit is needed.
• If you cannot use a certified translator, the translator must swear an affidavit before an authorised person (such as a notary or commissioner of oaths) that the translation is accurate. The affidavit must refer to both the original and the translation.
• Translations by the applicant, their family members (parents, siblings, spouse, children, grandparents, aunts, uncles, cousins and others) or their representative are not accepted, even if that person is a professional translator.
• Include a copy of the original document with the translation.

United Kingdom (Home Office)

The Home Office needs a full translation that it can independently verify. Its guidance says each translation must include:

• the translator’s confirmation that it is an accurate translation of the original
• the date of the translation
• the translator’s full name and signature
• the translator’s contact details

The Skilled Worker caseworker guidance allows a translation company official to sign instead of an individual translator. If a translation is missing or cannot be verified, the document may be treated as if it was not provided. Separately, GOV.UK explains how to certify a copy of a document when a certified copy is requested.

Australia (Home Affairs)

Home Affairs requires English translations of documents in other languages. Translations made in Australia should be done by a translator certified by NAATI (the National Accreditation Authority for Translators and Interpreters). For translations made outside Australia, requirements can differ, and the translator usually needs to state their full name, contact details and qualifications. Check the document instructions in ImmiAccount and the Home Affairs website for your visa before you order translations.

Translation rules side by side

	Who can translate	What the translation must include	Family members allowed?
US	Anyone competent in both languages	Signed certification of competence, completeness and accuracy	Not prohibited, but an independent translator is safer
Canada	Certified translator, or a translator who swears an affidavit	Stamp or seal, or sworn affidavit; copy of original	No
UK	Professional translator or translation company	Accuracy statement, date, full name, signature, contact details	Not stated; must be independently verifiable
Australia	NAATI-certified if done in Australia	Translator’s details; check your visa’s instructions	Use an independent translator

Apostilles and legalisation

An apostille is a certificate from a competent authority in the country that issued a public document (such as a birth certificate or court order). It confirms the signature, seal and authority of the official who signed the document. Under the 1961 Hague Apostille Convention, a document with an apostille is accepted in other member countries without further embassy legalisation.

Apostille Convention dates (entry into force):

Country	In force since
United Kingdom	24 January 1965
United States	15 October 1981
Australia	16 March 1995
India	14 July 2005
Philippines	14 May 2019
Pakistan	9 March 2023
China	7 November 2023
Canada	11 January 2024
Bangladesh	30 March 2025
Viet Nam	11 September 2026

Source: HCCH status table. Some countries have objections to particular members’ accessions, so check the table for both countries involved. Nigeria did not appear on the status table when we checked; documents from non-member countries usually need legalisation through the issuing country’s foreign ministry and the destination country’s embassy.

When do you actually need one? For most visa applications, the immigration department simply asks for the document (or a copy) plus a translation. You are more likely to need an apostille or legalisation for:

• registering a foreign marriage or birth with local authorities
• professional licensing and some credential assessments
• court proceedings, adoption or name changes
• documents you are taking from the US, Canada, UK or Australia to another country (for example, a police certificate for a third country)

If your checklist does not mention an apostille, do not spend money on one without checking first.

Common document mistakes that cause delays

1. Name differences. If your name is spelled differently across documents, include an explanation and evidence (such as an affidavit or a name change record).
2. Short-form certificates. Some countries issue extract certificates that do not show parents’ names. Order the long-form version.
3. Partial translations. Translate every stamp, seal and handwritten note, not only the main text.
4. Expired police certificates or tests. Many have validity periods. Time your requests so they are current when you submit.
5. Missing countries. Leaving out a country you lived in from your police certificates or address history can look like misrepresentation.
6. Unreadable scans. Scan in colour at good resolution, and upload the full document, including the back if anything is printed there.
7. Using a family member as translator for Canada. IRCC will not accept it.

What to do next

1. Download the official document checklist for your exact visa and build a folder with one file per document.
2. Order police certificates, long-form civil documents and transcripts early; these often take the longest.
3. Book a professional translator who meets the destination country’s rules, and ask for a certification that includes all the details listed above.
4. Read the country hubs for visa-specific guides: US, Canada, UK and Australia. Check /updates/ for changes to document rules.
5. If anyone offers to “fix” or create documents for you, walk away. Read our guide to choosing a licensed immigration adviser.

This article is general information, not legal advice. Document rules are as of October 2026; always follow the instructions for your specific application.