How to choose a good sworn translator
What to look for before deciding

You can recognise a good sworn translator by three things: an entry on the official register of Poland's Ministry of Justice, experience with documents like yours, and transparent billing rules. The choice matters, because the outcome of an official, court or business matter can depend on the quality of a certified translation. Below you'll find the full set of criteria — including two that are rarely written about: certified interpreting at the notary's office and security clearance.

How do you verify a sworn translator's credentials?

The first and most important criterion is formal authorisation. In Poland, sworn translators are appointed under the Act on the Profession of Sworn Translator and entered on a public register kept by the Ministry of Justice. Every sworn translator has an individual registration number (TP) that you can verify in the online register — mine is TP/170/14. The service is formally called a "certified translation" (tłumaczenie poświadczone); "sworn translation" is the everyday term, and the one most people use.

Experience matters too: the more years of practice and the more documents translated, the more predictable the quality. Ask for references where possible, or check reviews in public sources.

How do you recognise a finished certified translation? Each one carries a certification formula with the translator's registration number, a note stating whether it was made from the original or from a copy, and the sworn translator's official seal. The translator is also required to keep an official log (repertorium) of every certified act. A document without these elements is not a certified translation, however well it reads.

Why does specialisation matter?

Certified translations span a wide range of fields — from law and finance to medicine and engineering. Make sure the translator you choose specialises in the type of documents you need. A translator with experience in your industry will understand the context and terminology better. For legal documents, choose someone experienced in legal translation; for company paperwork, someone who knows the language of financial statements and commercial contracts.

Check the language of the authorisation too. A sworn translator's licence covers one specific language pair — a sworn translator of English cannot certify a translation from German, even if they speak it. I am a sworn translator of English; from German I translate into Polish only, and only without certification.

When does a sworn translator work as an interpreter?

This is rarely written about, yet it is a large part of my practice: a sworn translator doesn't only translate documents — they also interpret official proceedings live. The three most common situations:

At the notary's office. If a party to a notarial deed does not speak Polish, Polish notarial law requires a sworn translator to be present. This applies to real estate purchases, company formation deeds, powers of attorney and declarations. The translator interprets the deed aloud before signing and makes sure the party understands exactly what they are signing. If you are a foreigner buying property or setting up a company in Poland, this concerns you directly.

In court. Polish courts appoint a sworn translator for hearings involving parties or witnesses who do not speak Polish. The interpreting is consecutive, segment by segment, and goes on the record.

At the civil registry office. Marrying a Polish citizen, acknowledging paternity, registering foreign certificates — the registrar requires a sworn translator if one of the parties does not speak Polish.

When booking a translator for certified interpreting, give the date, venue and type of proceeding straight away, and send the draft document (e.g. the draft notarial deed from the law office). The translator must review it before the appointment — that is not a formality but a precondition of accurate interpreting. You'll find more about this service on my sworn translator page.

What should you prepare before visiting a sworn translator?

A short checklist that will save you a second visit:

• Original documents — the sworn translator states in the certification formula whether the translation was made from the original or from a copy. Some authorities only accept translations made from originals, so check the requirements of the institution you are submitting to.
• Spelling of names — exactly as in your passport or ID, especially for names originally written in another alphabet.
• Purpose of the translation — knowing which authority or institution the document goes to helps the translator make the right choices, for instance with institution names that have no direct equivalent.
• Previous translations — if other documents in the same case have already been translated, consistency of names and terms matters.
• Apostille or legalisation — if the document is going abroad, or coming to Poland from abroad, establish early whether it needs an apostille; the order of steps (apostille first, then translation) can matter.
• For certified interpreting: a valid ID — the notary or registrar will check it for every participant.

How is a certified translation billed?

The rates set out in the regulation of the Minister of Justice apply only to translations commissioned by courts, prosecutors, the police and public administration. For private clients and companies, prices are agreed freely — the billing unit for a certified translation is a standard page of 1,125 characters including spaces, and every page started counts as a full page. Always ask for a clear quote before you commission the work and make sure there are no hidden costs — transparent pricing is a mark of professionalism.

A certified translation does not have to be a paper document. I provide certified translations signed with a qualified electronic signature — a document with full legal force in electronic transactions, accepted by a growing number of offices and institutions. For clients abroad this is often the deciding factor: the file reaches you by e-mail, with no waiting for international couriers. Just check in advance whether the institution you are submitting to accepts the electronic version — some authorities still require paper with a seal.

What about deadlines and communication?

In many situations — a hearing, a transaction, an official deadline — the date is immovable. Make sure the translator can meet the agreed deadline, and confirm it in writing. You can also recognise a professional by their communication: quick replies, clear updates, availability when questions arise.

What is a security clearance and when do you need it?

A security clearance is issued after a vetting procedure conducted under Poland's Act on the Protection of Classified Information — by the Internal Security Agency (ABW) or the Military Counterintelligence Service. It authorises access to classified information up to a specified level.

If your documents or meetings touch the defence sector, government administration or international cooperation with a classified element, an ordinary sworn translator is not enough — you need one with clearance at the appropriate level. I hold security clearances in four systems: Polish (ABW), European Union, NATO and the European Space Agency, at the Restricted, Confidential and Secret levels. Ask the translator directly about their clearance level and the issuing authority — someone with a valid clearance will answer without hesitation.

Do you have documents that need certification, or a notarial or official proceeding involving a non-Polish speaker? Describe your case and enquire about availability.

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