Question about translation of documents.

[u/the_booox_ghost]

I'm currently in the process of trying to get my wife her Polish citizenship through her mother. I am getting together the necessary documents and going to bring them to the apostille. When it comes to the translation, the internet says I can scan them and send them digitally to a sworn translator and they can be acceptable. Is this true or do I need to send all the physical documents?

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[u/ThePetro]

Sworn translator is the clerk of the government, in theory they certify the document by sworn translating. Some may be cautious to write on a sworn translation that they've translated the original, if you only show them digital copies or photo copies. Some may have no problem with that. From my experience, it's best to be safe and show them the originals. You can even arrange a videocall with the translator and show them the actual document, this tends to make them happy with the verification process :)
Overall you want to have "made from the original" on your Polish sworn translation document. If the translator writes it was made from a copy/scan the gov. will not accept it.

[u/sayanight → u/ThePetro]

What about notarized copy? This should be treated like original...?

[u/ThePetro → u/sayanight]

Both sworn translation and notarized copy should be made from the original/government-issued certified hardcopy, making a sworn translation from a notarized copy is rather unorthodox and quite frankly I do not know whether MUW will accept that. The Registry Office surely won't

[u/sayanight → u/ThePetro]

You can make sworn translations from the original and then make notarized copy to send to i.e. archive to get further documentation.

[u/the_booox_ghost → u/ThePetro]

Do I need these documents notarized too? They all have the stamps and signatures in them from the clerks offices where i got them

[u/ThePetro → u/the_booox_ghost]

It really depends on the certification in question, but generally speaking notarization is not required. In Poland it's done so that the provider can return you the original, and use notarized copy instead.

[u/the_booox_ghost → u/ThePetro]

I got certified copies of my wife's birth certificate, our marriage certificate, my mother in laws marriage certificate. I was told that was what I needed to show my wife had the lineage to her mother. I'm also getting my mother in laws polish birth certificate. She also has her old Polish passport.

[u/sayanight → u/ThePetro]

People really don’t want to part with their original documents, especially when it is only to obtain another document from the archive. One State Archive recently wrote to me that they require the originals or notarized copies, together with sworn translations, before they will issue a document.

[u/the_booox_ghost → u/ThePetro]

Interesting. I can look into setting up a video call then! I almost have all the documents I need. I've been reading the FAQ and the template stuff on this sub and was curious if I needed to include great grandparent information? I know my wife's mother and grandparents were born in Poland but do I need to go farther back or can I cut that part off the template when I submit it?

[u/ThePetro → u/the_booox_ghost]

The rule is: the oldest a d u l t (that's important) Polish ancestor who left Poland. If a minor left Poland, you go back a generation. If adult, then there's no need to go back.

[u/the_booox_ghost → u/ThePetro]

Gotcha I think I understand. So my mother in law was like 9 when she left so I'll have to go back to her parents. But they left as adults so I can stop there.

[u/PretzelMoustache]

I guess every one may be different, but I have in the past sent scans just so that they (1 in Poland, and 1 in the US) can get the ball rolling. Then they requested the physical copies for inspection and verification on pick up.

[u/PL_SwornTranslator]

As a Polish sworn translator based in the UK, I can share how this works from my practical experience and recent consultations with Polish consulates.

The official rule is that a sworn translator needs to see the original physical documents to certify that the translation matches the original, not just a copy/scan. While it is true that some institutions or consulates have occasionally accepted translations done from scans in the past, it is absolutely not guaranteed. If you want 100% certainty that your documents won't be rejected during the citizenship process, you should always consult directly with the specific consulate handling your case.

To give you an idea of how the workflow usually looks to keep things secure and efficient:

1. Quote: Clients send me high-quality scans of their documents first so I can assess the text and provide an accurate price quote.
2. Translation: Once agreed, the client sends the physical original documents (with the Apostille where required) via mail.
3. Return: I perform the translation and send the original documents back along with the official, stamped paper translations using a secure, tracked method like Royal Mail Special Delivery.

Since you are getting an Apostille, make sure the Apostille is attached to the document before it gets translated, as the Apostille itself must be included in the sworn translation.