Sworn Translator or Regular Translator? Which One You Need in Poland

Q: Can a sworn translation be done remotely, online?

The translation work itself can be done remotely, but the seal and signature must be on a physical paper document. The final version is then posted to you or collected in person.

Foreign-language documents in Poland often need translating — but does it always have to be a sworn translation? Or will a regular translation do? This question comes up constantly among Poles sending documents from the UK, the US, or elsewhere. The answer depends on the purpose — but the difference between a sworn and a regular translator matters, and getting it wrong can cost you time and money, or get your document rejected by a court.

Legal notice: This article is for general information only and does not constitute legal advice. It reflects the legal position as of June 2026. Every case is different — check with a lawyer (adwokat/radca prawny) or the relevant institution about the requirements for your specific document. Twoja Sprawa is an information platform, not a law firm or a translation agency.

What is a sworn translator?

A sworn translator (tłumacz przysięgły) is someone entered on the official list of sworn translators kept by the Polish Ministry of Justice. To get on that list, a candidate must pass a state examination confirming both their language skills and their knowledge of the professional duties involved.

A sworn translator is entitled to: - certify translations with their own official seal (signature + stamp); - attest that the translation matches the original, under the weight of their professional oath.

This certification gives the translation the status of an official document — in other words, Polish courts, government offices and administrative bodies treat it as authentic and reliable.

Where to check the register? The list of sworn translators can be searched on the Ministry of Justice website (gov.pl). ** Every sworn translator should have a registration number and listed language(s) there.

Regular translation — what it is and when it's enough

A regular translation (sometimes called an "uncertified" translation) is any translation carried out by someone who is not a sworn translator — an agency employee, a freelancer, sometimes even a private individual who simply knows the languages.

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A regular translation: - carries no official/legal status — a court or public authority is not obliged to accept it; - is more affordable — the cost is usually lower than a sworn translation; - is sufficient for personal use — when you're reading the document purely for your own understanding (e.g. instructions, an article, a letter).

When do you need a sworn translation?

If your document is going to have a legal effect in Poland, it will generally need a sworn translation. This includes:

documents submitted to a court — claims, evidence, certificates from foreign authorities;
matters before public authorities — the Civil Registry Office (USC), ZUS (social insurance), tax offices, provincial offices;
notarial matters — where a foreign document needs to be certified before a notariusz (a Polish civil-law notary — a different, more powerful role than a UK notary public);
inheritance matters — foreign wills, UK death certificates;
vehicle registration — a foreign certificate of origin for a vehicle;
immigration matters — documents for asylum, residence, or child-related applications;
banking matters — where a bank requires translation of a foreign-language document for a loan or account application.

In practice, any office or court can require a sworn translation — it depends on internal regulations and whether the document is considered material to the case.

When is a regular translation enough?

A regular translation will usually do when:

you're reading the document for your own use (instructions, manuals, articles);
you're sending it privately to someone (e.g. a letter from a friend abroad);
you need a quick working understanding of what a document says (e.g. to get the gist of a contract);
the document is peripheral to the procedure — not the main piece of evidence or an identity document.

Practical examples — which translation do you need?

Document	Where it's going	What you need
UK criminal record certificate (from the Home Office)	Polish courts, public prosecutor	Sworn — an official foreign document used as evidence
UK employment certificate	Loan application at a Polish bank	Sworn — banks and lenders usually require it; confirm with the bank
UK birth certificate	Polish USC, for transcription into the Polish register	Sworn — the USC will not accept it without certification
Letter from a UK employer describing earnings	Maintenance/alimony application, personal use	Regular may be enough — though the court may instead ask for confirmation via a formal request to the UK court
Tenancy agreement in English with a letting agency	Reading for yourself, negotiating	Regular — fine if you just need to understand the content
UK employment contract you need to submit to the labour inspectorate	Labour inspector's request	Sworn — the inspectorate may require it
User manual for a product bought in the UK	Reading, warranty service	Regularalways verify that the person is genuinely on the Ministry of Justice list.

Steps:

Ask for their registration number — every sworn translator has one.
Check the Ministry of Justice website (gov.pl) and search the register by name.
Check the language pair — the register shows which languages the translator is authorised for (e.g. English, German, Russian).
Confirm the entry is current — registrations can be time-limited or may have lapsed.

If a translator is not on the list, they have no legal authority to certify a translation with a seal. Doing so without authorisation is a criminal offence in Poland.

Cost: sworn vs regular translation

A sworn translation costs more, because the translator takes on legal responsibility for the accuracy of the text.

As a rough guide (position as of June 2026 — check current rates):

Official rates (for translations ordered by a court or prosecutor): set by a Regulation of the Minister of Justice — **
Private rates (when you're paying yourself): sworn translators generally set their own price — it depends on the language pair, the complexity of the text, and turnaround time. As a rough guide: from PLN 80 to PLN 300+ per page (1,125 characters).
Regular translation: typically PLN 30–100 per page, depending on the agency and language.

The seal and signature — what do they mean?

When a sworn translator certifies a document, they add to the translation: - their signature; - an official seal showing their registration number; - the date of the translation; - sometimes a case or register (repertorium) number, where relevant.

This certification gives the document official standing — courts and public authorities recognise it. Without the seal and signature, a translation has no official value.

Can I submit a document without translating it first?

You don't necessarily have to translate it straight away. In practice:

Check first with the relevant authority/court/office — whether a translation is actually required at the point of submission.
Some authorities will let you provide the translation later, only when it's actually needed (e.g. a court might request it before a hearing).
Others require the translation at the point you open the case.

A foreign-language document submitted without a translation may simply be rejected — so it's always worth checking the requirements in advance.

Frequently asked questions

Does a sworn translator have to appear in court to certify a translation? Usually not. A sworn translator signs and seals the document at their own premises, and you then submit it to the court. If the court wants to question the translator (rare), it can summon them.

Can I translate a document myself if I speak English? You can translate it for your own use — but a court will not accept it as evidence. If the document matters to your case, it needs to go to a sworn translator.

How long does a sworn translation take? As a rough guide, a few days to a week — depending on length, language pair, and the translator's workload. Check with the individual translator. Urgent translations are sometimes more expensive.

Will a sworn translation done in Germany be valid in Poland? If the translator is German (registered on the German list), it will not be valid in Poland. You need a sworn translation done in Poland, by a translator on the Polish list.

Is a copy of a sworn translation enough? That depends on what the authority requires. Sometimes a court wants the original certified document (with the seal), sometimes a copy is fine. Always check in advance.

Can a sworn translation be done remotely, online? The translation work itself can be done remotely, but the seal and signature must be on a physical paper document. The final version is then posted to you or collected in person.

Legal basis

Act of 25 November 2004 on the Profession of Sworn Translator (consolidated text, Journal of Laws — **)
Regulation of the Minister of Justice on remuneration for the work of sworn translators (**)
Ministry of Justice website (gov.pl) — register of sworn translators