Start with the receiving agency
Ask the agency what package it expects. Some want a certified translation with the translator's statement. Some want the translator's statement notarized. Some want the translation apostilled. Get the answer in writing, by email or from the agency's website.
If they hand you a sample cover page, follow it exactly.
If you cannot get written instructions, summarize your understanding in an email and ask the agency to confirm. A saved reply protects you if rules differ later.
Write the order of steps on a single sheet before you begin, with the name of the office and the cost for each step.
The translator's statement
The statement is a short signed page confirming competence and accuracy. It should name the document, the languages and the date. Ask the translator to include contact information and to sign by hand or electronically, as the agency allows.
The statement should be attached to the translation so pages cannot be swapped.
Some agencies prefer a statement that lists the translator's qualifications. Others want a short, plain form. Follow whichever is requested rather than adding extra text.
When notarization is needed
If the agency wants the translator's signature notarized, the translator signs in front of a notary, usually on the statement page. The notary confirms identity and willingness, and attaches a notarial certificate. The notary is not judging the translation.
A translator who is far away can use a remote online notarization if the destination accepts it.
Notaries do not need to read the translation, and they should not be asked to. If a translator signs on a different day from the notary, the notary will ask the translator to sign in front of them.
When an apostille enters
An apostille authenticates a notary's signature or a public official's signature. If the agency requires one for a translation, the translator's statement must be notarized first, then the state office adds the apostille. If the agency instead wants the original apostilled and the translation attached, the sequence is different.
Do not apostille a stack of loose pages. Bind or staple everything together as instructed.
Do not ask the apostille office to certify a translation by itself. They only verify signatures of notaries and officials, not the quality of the translation.
Keep a clean package
Include a copy of the original with the translation, with the same page order. Avoid handwritten edits. Label each page with the document name. Keep a scan of the entire package for your records before mailing.
Check names against the passport spelling. A mismatch in a single letter is a common reason for a request for more documents.
Ask the translator for one extra signed original of the statement. If a page is rejected, replacing it is easier than starting again.
Common questions
Should I translate first or notarize first?
Translate first, then have the translator's statement signed and notarized if required, then apostille if needed.
Can the notary read the translation?
The notary does not need to and does not vouch for it. Their role is limited to the signing.
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.