Translation is a small step that can hold up an entire shipment if it is done wrongly or too late. Here is what families should know.

Key takeaways

Ask the consulate and the receiving funeral home early whether a translation is needed, and in what format.
Names must be spelled exactly as in the original documents, accents included.
Translating in parallel with other steps prevents last-minute delays.

When translations are needed

A destination country may require that the death certificate and other documents be translated into its official language before its consulate or customs office will accept them. Not every country does, and requirements can change, so the question to ask is always: what does this specific destination require, and in what form?

Certified translations

In many cases an ordinary translation is not enough. The destination may want a certified translation, which includes a statement from the translator about their qualifications and the accuracy of the work, and sometimes a notarization. Using the wrong format means starting over.

The reverse direction: bringing remains into the United States

When remains are coming into the United States, the CDC requires that a death certificate not written in English include an English translation. The translation must be attested by a person licensed to perform legal acts in the country where the death occurred, such as a notary. See the CDC’s page on importing human remains for the current rules.

Names and spellings

Translators must match the spelling of names exactly as they appear on the original and on other documents, especially when a name includes accents or other characters that are not used in English. A mismatch between the translation and the passport or consular records is a common reason a consulate asks for a correction.

Who arranges the translation

Depending on the case, the family, the funeral home or the shipping coordinator arranges it. We tell you early whether the destination needs one and help you obtain it from a qualified provider, so that it does not become the last-minute problem.

Translation requirements at a glance

Situation	What is commonly needed	Notes
Shipping to a country that requires its language	Translation of the death certificate and sometimes other documents.	Certification may be required.
Importing remains into the U.S. with a non-English certificate	English translation attested by a person licensed to perform legal acts in the country of death.	CDC rule; a notary is one example.
Consulate requests	Translation in the consulate’s preferred format.	Ask what the consulate accepts.
Receiving funeral home	May ask for translated copies for local procedures.	Tell the coordinator early.

How to choose a translator

Ask the consulate or the receiving funeral home whether it has format requirements.
Choose a translator with experience in legal or official documents.
Ask whether the translation will be certified or notarized.
Provide clear copies of the originals.
Ask for a few extra copies.

Time and cost

Translation adds time and cost. The amount depends on the number of documents, the language and the provider. A coordinator can tell you early whether a translation is likely to be needed, so that it can be done in parallel with other steps and not at the end.

Planning translations in parallel

Translation is a good example of a step that can be done in parallel with others if it is identified early. While the funeral home prepares the remains and the permit is being obtained, a translator can work on the death certificate as soon as it is available. The mistake is to wait for the consulate to ask, then start. By then the schedule may already be tight.

Questions to ask a translator

Have you translated official or legal documents for this country before?
Will you provide a certificate of accuracy, and is notarization available?
How long will it take, and is there a rush option?
Will you preserve the exact spelling of names, including accents?
Can you provide additional copies?

A sample plan for translation

Day one: ask the consulate and the receiving funeral home whether translation is needed and in what format. As soon as the certified death certificate is available: send a clear copy to the translator, confirm the spelling of every name and ask for the completion date. When the translation arrives: check it against the original line by line, make copies and give them to the coordinator. If something is wrong, ask for a correction immediately. This simple sequence avoids most translation delays, and the family can follow it even without legal knowledge.

Frequently asked questions

Which documents usually need translating?

The death certificate most often, and sometimes the permit and identification documents. It depends on the destination.

Does the translator need to be certified?

Some destinations require a certified translation. Others accept any competent translation. Confirm with the consulate.

Can a bilingual relative do it?

Usually not, for official use. Authorities generally want a professional or certified translator.

What about names with accents?

The translation should preserve the spelling exactly as in the original documents.

Who pays?

Typically the family, as one of the shipping costs.

Can the funeral home arrange the translation?

Some can. Ask, and tell the coordinator so that nothing is done twice.

What if the translation contains an error?

Ask the translator to correct it and reissue it. Check names and dates before submitting.

Keep reading

Sources

CDC: Importation of Human Remains

Need help?

Funeral Shipping coordinates domestic and international funeral shipping, including the supporting documents, 24 hours a day, 7 days a week. Learn more about our shipping process and documentation services, request a quote, or call 786-565-9525.

This article is general information, not legal advice. Requirements vary by destination, carrier and circumstances and can change. Always confirm current rules with the relevant authority, and note that no timing or outcome is guaranteed.

Document Translations for Destination Countries