How do I translate a criminal record extract?

The translation of a criminal record extract is essential in many administrative or legal situations, particularly for immigration purposes, employment abroad or other international formalities. This is an official document, generally requested to prove that there are no criminal convictions in the country of origin. Here is a practical guide to understanding how to translate a criminal record extract effectively.

1. Why is a translation of a criminal record necessary?

If you wish to work, study or live abroad, the local authorities may require you to submit a criminal record extract. If the document is written in a foreign language, they may request a translation. Please note that an incorrect or inaccurate translation may result in delays or even rejection of the application.

2. Choosing an accredited translator

To translate an extract from a criminal record, you must contact a sworn translator, also known as a certified translator in France. A certified translator is approved by a court or competent authority (e.g. Court of Appeal in France, Ministry of Foreign Affairs in Spain), thus guaranteeing that the translation is true and faithful to the original. Certified translations are legal documents.

In many countries, only sworn translations are legally recognised for this type of document.

How do I find a sworn translator?

    • Refer to the official lists provided by the courts or embassies.

    • Contact a specialist translation agency such as ACS Traduction, which guarantees you a certified translation by a duly sworn translator.

3. Steps to follow for translating a criminal record extract

a) Obtain your original criminal record extract :

Before starting the translation process, it is essential to have your original criminal record extract. Depending on the country, this document may be called an "extract from the criminal record", "bulletin n°3" (in France) or "certificate of good conduct". The validity of the document is often only valid for a limited period of time (usually three months), which is why it is so important to have the most recent version translated.

b) Send the document to the sworn translator :

As mentioned above, check that the translator is sworn for the language and country to which you are submitting your application. If in doubt, do not hesitate to contact the authorities requesting the record and its translation to find out what their requirements are.

c) What does the translation of my record look like?

At ACS Traduction, we work with sworn translators in approximately twenty languages (our founder is also a sworn translator at the Court of Appeal in Nîmes). They provide a certified translation (meaning "certified true to the original"), which is always accompanied by the stamp and signature of the sworn translator. The page layout is kept as much as possible, and a certification clause containing a unique translation number (NE VARIETUR number), the translation date and the authority that accredited the translator (the name of the court of appeal in France) is also included. 

d) Have the document legalised or apostilled :

It is essential to ensure that the certified translation meets the legal requirements of the destination country. In some cases, it may be necessary to have the translated document legalised or apostilled.

- Legalisation is requested from the Ministry of Foreign Affairs (sometimes additional legalisation is requested from consulates, such as for Cuba).

- The apostille is a procedure that must be carried out by the Court of Appeal until the end of 2024. Please note: from 1 January 2025, notaries will be responsible for issuing apostilles.

If either of these is necessary, the sworn translator should be asked to have his or her signature authenticated (physical certification of signature). This procedure checks that the signature belongs to the sworn translator. The translator signs directly in front of the authenticating authority: the local town hall, the CCI (“Chamber of Commerce and Industry” in France) or a notary.

4. Cost of translating a criminal record extract

The cost of a sworn translation varies according to a number of criteria:

    • The length and complexity of the document ;

    • The target language ;

    • The requested delivery time.

The price of translating a criminal record extract is generally affordable, given the short length of the document.

For a French-English translation (the most popular language combination), the rate is 37 EUR. However, the rate may increase if you require a reduced deadline (within 24 hours) or if signature authentication is required in order to have the translation apostilled or legalised.

4. Translation turnaroud times

Translation turnaroud times may vary depending on the translator's availability and the urgency of your request. It is advisable to allow sufficient time for this stage, especially if other formalities such as legalisation or apostille are required. The time needed to translate an extract from a criminal record depends on the sworn translator chosen, but in general it takes between 2 and 4 working days. In urgent cases, ACS Traduction offers an express delivery service.

Conclusion

Translating a criminal record extract is an important step for all formalities requiring official documents abroad. It is essential to ensure that the translation is carried out by a sworn translator and that it complies with the requirements of the authorities in the destination country. Careful preparation will help you avoid administrative complications and ensure that your application is processed as quickly as possible.