First establish the document’s intended use
In your enquiry, identify the authority, court, university or other institution receiving the translation. Also state whether you have a paper original, official copy, electronic document, copy or only a photo. This helps determine which material will form the basis of the translation and whether the document needs to be presented later.
Under Article 18(2) of the Polish Sworn Translators Act, a translation identifies the source on which it was based, in particular an original, translation or copy. Certification of the translation does not turn a submitted copy into an original. The requirements for documents submitted in a particular case are determined by the applicable rules and the receiving institution.
Prepare complete, legible material
Scan every page, including reverse sides containing stamps, notes or other information. Keep document edges and page numbers visible. Take photos straight on, with even lighting; avoid glare, blur and covering text with a finger. Do not alter the document’s contents in an image editor.
If a document has attachments, an apostille or additional certifications, show these with it. Do not assume they are all necessary in every procedure, but do not omit them when defining the scope. For an illegible stamp or handwritten entry, the translator may need a better scan or access to the original.
Agree the delivery format
A stamped paper translation, an ordinary scan of it and a translation certified with a qualified electronic signature are different forms of document. The Act permits electronic certification by a sworn translator, but availability of that service and the accepted submission method must be established for the individual order.
Sending a PDF by email does not, by itself, mean that it contains a qualified electronic signature. Likewise, printing a file does not replace verification of its electronic signature. Before ordering, check which format the recipient accepts and how you intend to submit it.
What to include in the first enquiry
Specify the language, document type, page count, preferred deadline and receiving institution. If the document contains information about proceedings or other particularly sensitive details, first agree a transfer method. After checking completeness, the fee, deadline, any presentation of the original and delivery arrangements can be confirmed.