When Do You Need a Sworn Polish Translation — Court, Public Office, Registry

If you have a document in English or another foreign language and want to use it in Poland — before a court, a public office, or the Civil Registry Office (Urząd Stanu Cywilnego, USC) — you need to know whether it requires a sworn translation. Sometimes it's mandatory, sometimes it's simply advisable, and sometimes it isn't needed at all. It depends on where you want to submit the document and what legal effect it's meant to have. This article explains exactly when you need a sworn translation and how to get one.

Legal notice: This article is for general information only and does not constitute legal advice. The legal position is current as of June 2026. Procedures and fees change — always check the up-to-date requirements with the relevant court, public office, or the Ministry of Justice. TwojaSprawa.com is an information platform, not a law firm.

What is a sworn translation?

A sworn translation (also called a certified or authenticated translation) is a translation carried out by a sworn translator — a person authorised to do so by the Polish Ministry of Justice on the basis of a state examination.

The key difference: - A sworn translation carries the status of an official document — its authenticity is confirmed by the translator's stamp and signature. - An ordinary translation (e.g. from a translation agency without official authorisation) is purely for information — it has no legal force.

Whenever you want a foreign-language document to be recognised by a Polish court, public office, USC, or other authority, a sworn translation is generally required.

When does a Polish court require a sworn translation?

Polish courts (district, regional, appellate) require a sworn translation for every foreign-language document filed in proceedings. This covers:

• claims, applications, procedural pleadings — where they include foreign-language attachments
• evidence documents — contracts, agreements, correspondence, bank statements, foreign court judgments
• rulings and judgments of foreign courts — when you want to rely on them in Polish proceedings
• certificates from foreign authorities — e.g. police certificates, tax office certificates, UK bank statements

In practice: if you file a document in the original English without a translation, the court will return it and require you to supply a sworn translation before it accepts the filing. This delays the process.

When do other public offices require a sworn translation?

Different offices and institutions have different requirements.

Civil Registry Offices (USC)

The USC requires a sworn translation for: - birth, marriage and death certificates issued abroad — when you want to have them transcribed (entered into the Polish civil registers) - documents needed to establish family relationships — when applying for a PESEL number, an identity card, or for inheritance purposes

However, multilingual extracts of civil status certificates (issued under CIEC Convention No. 16 of 1976) may be accepted without translation — a useful saving.

Social insurance (ZUS), business registers (CEIDG), and local authorities

• ZUS (Zakład Ubezpieczeń Społecznych, the Polish social insurance institution) requires a sworn translation of documents confirming periods of employment or insurance abroad
• Local authorities (urząd gminy, e.g. for vehicle registration, or marriage abroad) require a sworn translation of a foreign birth certificate, school certificate, or other public document
• CEIDG (Centralna Ewidencja i Informacja o Działalności Gospodarczej, the Polish business register) requires a sworn translation where you attach foreign-language documents when registering a business

Tip: always ask the office BEFORE paying for a translation whether it will accept the document in a standard form or requires a sworn translation.

Do you need a translation for a court case even outside the courtroom itself?

If you're preparing a case for a Polish court and intend to act through an advocate (adwokat) or a legal counsel (radca prawny, a Polish qualified lawyer):

• The lawyer can tell you which documents require a sworn translation
• You normally arrange this BEFORE filing the claim, to avoid delays in proceedings
• Translation costs are included in the court costs, which the losing party may be ordered to bear

Translating documents from the UK — apostille or sworn translation?

This is a common question among Poles in the UK. The answer: these are two separate steps.

1. Apostille (a certification of the document's authenticity) — issued by the FCDO Legalisation Office in the UK for documents created in the UK that will be used in Poland. The apostille replaces the older consular legalisation process.

2. Sworn translation — once you have the apostille, the English document usually still needs a sworn translation into Polish before you can submit it to a Polish court or public office.

Example: You have a birth certificate issued in the UK. To use it in Poland for a USC transcription or in a Polish court: - First you obtain an apostille from the FCDO Legalisation Office (confirming the certificate is authentic) - You then hand the apostilled document to a sworn translator to have it translated into Polish - Only then can you submit it to the USC or the court

When is an ordinary (non-sworn) translation enough?

An ordinary translation is sufficient for: - Private correspondence, emails, internal communication — where it doesn't need to be an official document - Information purposes — when you simply want to understand what a document says - Educational or informational materials — for personal use

But remember: if a document is going to be used in court proceedings, before a public office, or for official purposes — always check first whether a sworn translation is required.

When can multilingual forms replace a translation?

In some situations you can avoid translation costs altogether:

• Multilingual extracts of civil status certificates — under CIEC Convention No. 16 (1976), the USC can issue an extract in the form of a multilingual form. This document is automatically understood by Polish offices without the need for translation (provided it was issued in this form).

• Multilingual forms from foreign public institutions — sometimes a foreign institution issues a document on a special multilingual form (e.g. a certificate of no impediment to marriage). In this case, check with the relevant Polish office whether it will accept the form without translation.

This saves money, but it takes some initiative on your part — the foreign institution won't offer it automatically.

How do you find a sworn translator?

You look for a sworn translator on the list held by the Polish Minister of Justice. The list is available on the Ministry of Justice website (gov.pl). You can filter by: - Target language (the language pair you need — English to Polish, for instance) - Court district — a sworn translator must be registered in the court district where you intend to submit the document (or in the district of the appellate court covering it)

Once you've found a translator: - Contact them directly (email, phone) - Agree a price (in private transactions, pricing is negotiable, usually charged per page of 1,125 characters) - Send the document (in person, by email, or by post) - The translator issues the document authenticated with their stamp and signature

How much does a sworn translation cost?

The cost depends on several factors:

• Official rate — where the translation is commissioned by a court, prosecutor's office, or other authority, the rate is set by a regulation of the Minister of Justice (indicatively per page of 1,125 characters).
• Private commissions — when you commission the translation yourself, the price is negotiable. Sworn translators typically charge:
• per page (1,125 characters)
• per word (most commonly 2–5 PLN per word, depending on the language pair and complexity)
• per hour of consultation (if the document requires explanation)

On average, translating an A4 document from English to Polish typically costs 50–150 PLN, depending on the translator and region.

Shop around and compare — prices vary considerably.

Does a sworn translation itself need an apostille?

Not always — it depends on which country the document will be used in.

• In Poland — a sworn translation done by a translator registered on the Minister of Justice's list carries automatic official status. It does not need an apostille (the apostille relates to the document before translation).
• Abroad — if you want to use a translated Polish document (e.g. a Polish judgment) in the UK, the document should carry an apostille from the Polish court before translation.

Order: Apostille → sworn translation (not the other way round).

Can you get a sworn translation done remotely?

Yes. Many sworn translators work remotely: - You send the document as a scan or photo - The translator sends you the signed and stamped translation (digitally) - In some cases you'll still need to collect the paper original — this depends on the requirements of the court or office, and on whether the document will be sent by post or delivered in person

Ask your chosen translator about their process — many work this way as standard.

Frequently asked questions

Does the sworn translator have to be based in my city? A sworn translator must be registered in the court district where you intend to submit the document. But many work remotely and send documents by post. Check with the translator whether they cover your location.

Can I ask a friend who speaks English to translate a document instead of using a sworn translator? For personal purposes — yes. But if the document is to be submitted to a court or public office — no. The court requires a translation authenticated by a sworn translator.

Can a sworn translator provide interpreting (e.g. during a court hearing)? That's a different service. Sworn translators can also work as sworn interpreters (particularly at court hearings), but this is a separate specialism. Ask your chosen translator directly.

Is a UK apostille automatically recognised in Poland? Yes — an apostille from the FCDO (UK) is valid in Poland under the 1961 Hague Convention. However, an English-language document with an apostille will usually still need a sworn translation before it can be used in a Polish court or office.

Does a sworn translation ever expire, or once done, can I use it forever? Yes, it remains valid indefinitely — a sworn translation done by a translator on the official list does not expire, provided the underlying source document (the original) remains authentic and has not itself expired (e.g. a passport or driving licence).

Related articles

• Sworn vs ordinary translator — the differences
• Translating documents from the UK to Poland

Legal basis

• Act of 25 November 2004 on the profession of sworn translator (consolidated text, Journal of Laws 2024 item 1070)
• Regulation of the Minister of Justice on remuneration for the work of sworn translators
• Act of 28 November 2014 — Civil Status Records Law (consolidated text, Journal of Laws 2024 item 1099)
• Convention Abolishing the Requirement of Legalisation for Foreign Public Documents (Apostille Convention), The Hague, 5 October 1961 (Journal of Laws 2005 No. 112 item 938)
• CIEC Convention No. 16 (Vienna 1976) on the Issue of Multilingual Extracts from Civil Status Records

Article last verified: June 2026.