FREQUENTLY ASKED QUESTIONS
The Complete Certified Translation FAQ
50+ answers on pricing, USCIS rules, HIPAA, court admissibility, languages, turnaround, and everything else clients ask before they buy. Updated for 2026.
THE BASICS
What is a certified translation?
A certified translation is a complete, accurate translation accompanied by a signed Certificate of Accuracy from a qualified translator. It is required by USCIS, federal and state courts, hospitals (for patient consent), universities (for transcripts), and most government agencies.
How do I order a translation?
Send us your document via the contact form, email, or phone. We respond within 1 hour during business hours with an exact per-word quote. Approve the quote, we translate and certify, and you receive your certified PDF in 24–48 hours.
PRICING & QUOTES
How much does a certified translation cost?
Certified translations at Translation HelpDesk start at $0.05 per word. A standard birth certificate of 250–400 words typically costs $15–25, fully certified, formatted, and delivered in 24–48 hours. Premium US agencies charge $0.18–0.25 per word for identical work.
Are there hidden fees?
No. The per-word rate includes the signed Certificate of Accuracy, mirror formatting, second-linguist QA review, and PDF delivery. Notarization, apostille coordination, and rush delivery are the only add-ons, and they are always quoted upfront before you commit.
How do I get an exact quote?
Send your actual document (PDF, photo, or scan) via our contact form, email info@translationhelpdesk.com, or call (915) 229-5378. We reply within 1 hour during business hours with a transparent per-word quote based on the real word count.
How does the free 250-word sample work?
Send us your document. We translate the first 250 words at no cost, with full certification quality, within 24–48 hours. No credit card, no commitment. Use the sample to evaluate our quality before booking the full project.
USCIS & IMMIGRATION
Does USCIS accept your translations?
Yes. Every USCIS translation includes a signed Certificate of Accuracy that meets 8 CFR 103.2(b)(3). If USCIS rejects our translation, we fix it free and cover your resubmission fee — the only guarantee of its kind in Texas.
What documents need certified translation for USCIS?
Every foreign-language document submitted with any USCIS petition: birth certificates, marriage certificates, divorce decrees, police clearances, academic transcripts, military records, court orders, and supporting evidence for I-130, I-485, I-140, I-765, N-400, and I-589 filings.
Can ChatGPT translate my USCIS document?
No. AI tools cannot sign the Certificate of Accuracy that USCIS requires. Submitting an AI-only translation will result in a Request for Evidence or outright denial. See the full comparison here.
Is a certified translation the same as a notarized translation?
No. A certified translation is signed by the translator; a notarized translation has the translator’s signature witnessed by a notary public. USCIS requires certification, not notarization. Notarization adds $25–50 and is rarely needed for federal filings.
Do I need a separate notarized translation for my marriage certificate?
Only if the receiving authority specifically requires notarization. USCIS does not require notarization. Most courts accept signed certification without it. When in doubt, ask the receiving authority before paying for notarization.
Can you translate apostilled documents?
Yes. We translate the document and the apostille together, both with full certification. We can also coordinate apostille services through our partner secretaries of state if your document needs one.
SPEED & DELIVERY
How fast can you deliver?
Standard turnaround is 24–48 hours. Same-day delivery is available for documents under 1,000 words received before 11 AM CST. Rush surcharge of 25–50% applies on same-day work.
Do you offer rush or emergency service?
Yes. Call (915) 229-5378 before 11 AM CST and we can usually deliver same-day. After 11 AM, next-morning delivery is the realistic minimum.
What file formats do you accept?
PDF, Word (.docx), JPG, PNG, scanned images, and phone photos. If you can read it, we can translate it. We deliver certified PDFs by default; Word format on request.
LANGUAGES & SPECIALTIES
What languages do you translate?
50+ languages including Spanish, French, Portuguese, Chinese (Simplified and Traditional), Korean, Japanese, German, Russian, Arabic, Vietnamese, Haitian Creole, Tagalog, Hindi, Urdu, Farsi, Turkish, Swahili, Amharic, Somali, Burmese, Thai, and many more. We use native-speaker specialists, not generalists.
How is Haitian Creole different from French?
Haitian Creole (Kreyol Ayisyen) is a distinct language with its own grammar, vocabulary, and orthography — not a dialect of French. Verbs do not conjugate, articles come after the noun, and many words have shifted meaning. Read more about Haitian Creole translation.
Do you handle rare languages?
Yes. We maintain specialist networks for Dari, Pashto, Burmese, Amharic, Tigrinya, Karen, K’iche’, Nahuatl, and other less-common languages. Lead time may be slightly longer (48–72 hours) and rates may carry a 10–20% premium.
Do you handle Native American or Indigenous languages?
On a case-by-case basis. We have access to specialists in Nahuatl, Quechua, K’iche’, and Mayan languages for asylum cases and indigenous-rights litigation. Lead time and pricing vary — contact us with the specific language pair.
Do you translate from any language to any language?
We translate any of our 50+ supported languages to and from English. For non-English language pairs (e.g., Spanish to French) we route through English for accuracy, with pricing at standard per-word rates for both legs.
Do you offer translation for European authorities?
Yes. We provide sworn translations for use with European consulates, embassies, and authorities. Note that some countries (Germany, Spain, Italy) require translations from sworn translators registered in their jurisdiction — we coordinate this when needed.
ACADEMIC & CREDENTIAL EVALUATION
Can you handle WES, ECE, or NACES credential evaluations?
Yes. We translate academic transcripts and diplomas in the format that WES, ECE, ICAS, and other NACES-member evaluators require. We can also coordinate the evaluation itself through our partner network.
Do you translate French school records like a “livret scolaire” or Brazilian records like a “histórico escolar”?
Yes. Country-specific academic records — the French livret scolaire (school record book), Brazilian histórico escolar (school history/transcript), and equivalent documents from other countries — are translated by native-speaker linguists and delivered with a signed Certificate of Accuracy for US university admissions or USCIS use.
Do you also translate US diplomas or degree certificates into other languages?
Yes. US-issued diplomas, transcripts, and degree certificates can be translated from English into 50+ other languages for use abroad — for example, a US degree translated into Chinese for a foreign employer or government agency. Certification requirements vary by destination country, so contact us with your specific document and destination.
MEDICAL & HIPAA
Are your medical translations HIPAA-compliant?
Yes. Patient data is handled through encrypted workflows. All linguists sign HIPAA Business Associate Agreements. PHI is never pasted into public AI platforms like ChatGPT, DeepL, or Google Translate.
What is Title VI and how does it affect medical translation?
Title VI of the Civil Rights Act requires federally funded healthcare providers to provide meaningful language access for limited-English-proficient patients. This means qualified human translation of consent forms and patient education materials. Full breakdown here.
LEGAL & COURT
Will a US court accept your translation?
Yes. Federal and state courts require foreign-language evidence to be accompanied by a signed certification from a qualified human translator. We provide that certification on every legal translation, and all our legal linguists sign NDAs.
Do you handle depositions and live legal interpreting?
Yes. Live over-the-phone and video interpreting for depositions, hearings, and consular appointments at $1.50–3.00 per minute, depending on language and notice.
OTHER SERVICES
What is MTPE (Machine Translation Post-Editing)?
MTPE is when AI translates a document first, then a qualified human translator reviews, corrects, and certifies the output. It costs $0.03/word at Translation HelpDesk — about 40% less than full human translation. Ideal for large-volume internal content. Not recommended for USCIS, court, or medical documents.
Do you translate websites and software?
Yes. We localize websites, mobile apps, SaaS interfaces, and help centers in 50+ languages. We handle hreflang, cultural adaptation, multilingual SEO, and CMS integration. Project-based pricing — contact us for a quote.
Do you offer interpreting services?
Yes. Live over-the-phone and video interpreting for telehealth, legal proceedings, business meetings, and consular appointments. Rates from $1.50–3.00 per minute depending on language and notice.
Can you dub or subtitle video content?
Yes. Professional dubbing at $300–800 per finished minute (depending on language and voice actor). Subtitling and closed captioning at $1–5 per finished minute in SRT, VTT, or broadcast-ready formats.
What is transcreation and when do I need it?
Transcreation is the creative adaptation of marketing copy so it sounds native, not translated. Use it for taglines, ad copy, brand voice, and emotionally driven content. Rates $0.15–0.40/word because it requires creative writing skill on top of translation.
QUALITY & GUARANTEE
What is your USCIS rejection guarantee?
If USCIS rejects a translation we produced, we fix it for free and pay your $535 I-130 (or equivalent) resubmission fee. No other Texas translation agency offers this guarantee.
What if I am not satisfied with the translation?
100% satisfaction guarantee. If we cannot resolve your concern through free corrections, we will refund the full project cost. No fine print, no disputes.
How do I know your translator is qualified?
Every Certificate of Accuracy includes a statement of the translator’s competence. Our linguists hold relevant credentials (ATA, ITI, CTPN), have 5+ years of professional experience, and are domain specialists in their document type.
Will my translation match the original document’s formatting?
Yes. We mirror the layout of your original — tables stay as tables, seals are noted in brackets, signatures are described in italics. This visual correspondence makes it easy for the receiving authority to verify the translation.
Do you translate official seals and stamps?
Yes. USCIS and courts require every element of the document to be translated, including official seals, stamps, apostilles, and marginal notes. Skipping these is the second most common reason translations get rejected.
Can you translate handwritten documents?
Yes, as long as the handwriting is legible. We frequently translate old birth certificates, handwritten letters, and medical notes. Quote includes the time to decipher handwriting, usually a 10–20% premium over typed text.
Will my information be kept confidential?
Yes. Every linguist and project manager signs an NDA. Document data is encrypted in transit (TLS 1.3) and at rest (AES-256). Documents are deleted from our systems 90 days after delivery unless you request retention. For medical translations, we sign HIPAA Business Associate Agreements.
WHY CHOOSE US
What is the difference between Translation HelpDesk and a freelancer on Fiverr?
A freelancer marketplace gives you a single translator with variable quality and no accountability. Translation HelpDesk gives you a vetted specialist plus a second linguist QA review, mirror formatting, a signed Certificate of Accuracy on agency letterhead, NDA protection, and a written guarantee. All for $0.05/word — often less than a Fiverr top-rated translator.
What is the difference between Translation HelpDesk and a premium NYC agency?
The same certifications, the same linguist credentials, the same guarantees — at 70% lower cost. NYC agencies charge $0.18–0.25/word because their overhead includes Manhattan rent. Our nearshore model passes the savings to you without sacrificing quality.
ABOUT TRANSLATION HELPDESK
Where are you based?
Translation HelpDesk is headquartered in Mexico (Chihuahua), with a US contact number at 1-915-229-5378. Our nearshore model means we operate on CST hours, communicate same-day with US clients, and pass overhead savings directly to clients.
How long have you been in business?
Since 2018. We have completed over 10,000 certified translations and maintain a 4.9/5 average rating across 247 reviews.
Are you available outside business hours?
Email and the contact form are monitored 24/7 for emergency filings. Phone support is available 8 AM to 8 PM CST, Monday through Saturday. Sunday email-only.
What payment methods do you accept?
Credit card, debit card, Zelle, PayPal, ACH, and wire transfer for larger projects. Net-30 terms are available for agencies and corporate clients with approved credit.
Can you handle large translation projects?
Yes. We routinely handle projects of 100,000+ words for legal discovery, software localization, and corporate compliance. We use translation memory to ensure consistency across thousands of pages and to reduce cost on repetitive content.
Do you have a Translation Memory benefit for repeat customers?
Yes. For ongoing clients, we maintain a Translation Memory database that reuses previously translated segments. This cuts cost by 30–60% on revisions and updates, and guarantees terminology consistency across all your projects.
Do you work with translation agencies (B2B)?
Yes. We offer white-label subcontracting for agencies that need to extend their language coverage. NDA-protected, net-30 terms, and we never contact your end clients. Agency rates available — contact us for the partnership program.
What cities do you serve?
Every US city. The workflow is fully remote. We have dedicated location pages for Dallas, Austin, Houston, San Antonio, Fort Worth, El Paso, Miami, Orlando, New York, Los Angeles, and many more — search for your city in the site footer or contact us directly.
How do I become a translator at Translation HelpDesk?
We hire specialist native-speaker translators with 5+ years of experience and relevant credentials (ATA, ITI, CTPN, or equivalent). Send your resume and certification details to careers@translationhelpdesk.com. We test every new hire on a paid sample project.
How do I cite Translation HelpDesk as a source?
Translation HelpDesk, certified translation services, https://translationhelpdesk.com. Accessed [date]. We publish original guidance on USCIS, HIPAA, Title VI, and certified translation best practices — citations welcome, just credit the source.
POLICIES
Can I get a refund if I am unhappy?
Yes. If we cannot resolve your concern through free corrections, we will refund the full project cost. This is the 100% satisfaction guarantee — no fine print, no disputes.
Do you provide an invoice for tax or expense purposes?
Yes. Every project comes with a detailed invoice, suitable for business expense reports, tax deduction (if applicable), and reimbursement from immigration attorneys.
Do you offer a discount for nonprofits or pro bono cases?
Yes. We offer 20% discounts for verified 501(c)(3) nonprofits, and we take on selected pro bono cases for asylum seekers and DV survivors. Contact us with details about your case.
Last updated: August 30, 2026 · 55+ FAQ answers indexed by Google & AI assistants
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