Where to start when you need to translate official documents

Where to start when you need to translate official documents: confirm what the receiving institution requires, gather the document as a legible photo or PDF, and send it for translation. USCIS asked for a certified translation, the university wants the transcript translated, or the court will not accept the document in Spanish. The need is clear, but the first step is not. Which document first? Do you need notarization? How long does it take?

That hesitation costs valuable time when there is an official deadline. Here is the simple path, from the document in hand to the finished translation.

Key takeaways

• The real first step is to identify exactly what the institution requires, not to guess.
• A legible phone photo or a PDF is enough to start the order, with no extra paperwork.
• USCIS does not require notarization, but some schools, courts and other agencies do; at Roxo it is already included.
• From upload to delivery usually takes 24 hours when the document is complete and legible.
• Hesitating over the first step is the biggest cause of delay, not the translation itself.

Table of contents

• Identify what the institution really requires
• Gather the digital document: that is all
• Notarization: when it comes in
• What happens after you send it
• How long it really takes
• FAQ

Identify what the institution really requires

First, confirm what the receiving institution asks for: a certified translation, a notarized translation or a document with an apostille. USCIS, universities and courts have different requirements, and the letter or email that asked for the document usually already says it, even if it looks like a loose line in the middle of the text.

Gather the digital document: that is all

You do not need a professional high-resolution scan or to mail the physical document. A legible phone photo, with the whole document, good light and all four corners visible, or a PDF of the original is enough. Send every page, both sides.

Notarization: when it comes in

USCIS asks for a certified translation, with the translator’s signed statement of accuracy and competence; notarization is not required. Some schools, courts and other agencies ask for it, which is why Roxo’s certified translation already includes US notarization at no extra cost: the same translation works in more places.

What happens after you send it

Once you send the document, the process is on the agency: translation, quality review and delivery of the translator’s statement (certificate of accuracy) together with the translation. You do not need to follow each step, only wait for the agreed turnaround.

How long it really takes

For most common documents (certificates, diplomas, transcripts), the 24-hour turnaround already includes the double quality review, not just the raw translation. Longer documents, such as full financial statements, can take more time, and it is worth confirming the specific turnaround before you commit.

Step	What you need to do
1. Confirm the requirement	Read exactly what the receiving institution asked for
2. Gather the document	A legible phone photo or PDF, every page
3. Send	Through the website, WhatsApp or email
4. Wait	Delivery in up to 24 hours, with the certificate of accuracy included

How we make this first step easier

We know that the initial hesitation is what delays a certified translation order the most, so we simplified your part as much as possible.

• 100% online, through the website, WhatsApp or email
• Certificate of accuracy and US notarization included, with no separate charge
• Delivery in 24 hours, with double human review
• ATA member, number 273295, verifiable in the official directory
• Support 7 days a week to answer questions before you send

Our certified translation for immigration/USCIS page details the most common requirements, and our help center answers other questions from people who are just getting started.

Ready for the first step?

Now you know exactly what to do, without guessing. The next step is simple: send the document and leave the rest to us.

FAQ

What is the first step to translate an official document?

Confirm exactly what the receiving institution requires: a certified translation, a notarized one or one with an apostille. After that, you only need to gather the digital document and send it.

Do I need the physical document, or is a photo enough?

A phone photo works, as long as the whole document is legible. If any part is not legible, we ask for a new photo before the quote.

Does every document need notarization?

No. USCIS does not require notarization, but some schools, courts and other agencies do. Our certified translation already includes US notarization.

How do I send the document?

By WhatsApp, by email, by uploading it on the website or by sharing a folder with us. We accept PDF, JPG, PNG and other common formats.

What if I do not know which type of translation my document needs?

You can sort that out with our support before sending, 7 days a week: you do not need to decide alone.

Related topics: pricing | languages we translate | professional translation services | diploma translation

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