No more printing, stamping, or waiting for a courier. A certified translator can certify a translation with a qualified electronic signature and send it to the client via email—with full legal validity. We explain what e-translation is, what the law requires, and what to keep in mind regarding the format and glossary.
Yes—and this is explicitly stated in the Act. Article 18, paragraph 1a the Act of November 25, 2004, on the Profession of Sworn Translator (i.e., Journal of Laws of 2019, item 1326) provides:
„A certified translator may, using a qualified electronic signature, certify a translation or a copy of a document in electronic form.”
What does this mean in practice?
The law provides for one significant restriction: electronic copy of the letter A translator may certify only on the basis of the original, a translation, or a copy of the document in writing. Therefore, the translator will not prepare a certified electronic copy „from a file provided by the client”—the basis must be a paper document that the translator had in front of them. The translation itself, however, can also be prepared based on a copy or a scan—but this must be honestly noted in the certification statement, as we’ll discuss shortly.
This is the most common misunderstanding in communication with clients—and a source of serious problems once the document reaches the government agency. A scan of a paper translation is just a copy. A scanned seal and signature cannot be cryptographically verified, so such a file does not have the same legal standing as the original—it is, at best, for reference purposes only.
It also works the other way around: A printout of an electronically certified translation does not have the same legal standing as the original. As the PT TEPIS guide emphasizes, a translation bearing a QES retains its legal validity exclusively in electronic form — On paper, it is impossible to verify either the signer's identity or the integrity of the content. The file is the original, and it is the file that must be sent to the recipient.
| Type of Translation | What is | Legal power |
|---|---|---|
| Paper copies with a stamp and signature | paper copy | full (Article 18(1) of the UZTP) |
| Scan of a paper translation | electronic copy | lack of originality |
| A file with the translator's qualified digital signature (e.g., PDF/PAdES) | original in electronic form | full (Article 18(1a) of the UZTP) |
| Printing a File with a Qualified Signature | paper copy | lack of originality |
A practical tip for translators and agencies: discuss this with the client before placing an order, in what format the document is to be issued. If the end recipient (government agency, court, university) only accepts paper documents, a paper copy is required. If they accept electronic documents, an e-translation saves time and shipping costs. And if the client needs both formats, each is issued separately (and recorded separately in the registry).
The law does not specify a file format. However, practical considerations determine the choice. PDF — The document looks exactly the same on every device, and the signature can be embedded within the file. The process recommended by Certum is to save the translation as a PDF and submit it internal signature (enclosed) — that is, a signature in the format PAdES, which is an integral part of the document. This way, the recipient receives a single file that they can open in a standard PDF reader, with the signature information clearly visible. We explain the differences between signature formats in the article XAdES and PAdES — Two Forms of Digital Signatures.
The typical process for delivering an e-translation is as follows:
💡 Technical note: Please attach any attachments (scanned source document, additional pages) before You will sign the file. Any modification to a signed file—including „innocent” merging with another document—compromises the integrity of the signature and invalidates the certification. This is one of the ironclad rules described in the text The 7 Golden Rules of QES.
The requirements set forth in Article 18(2) of the Act apply regardless of the form of the translation: on every certified translation the repertoire item is replaced and determines whether they were prepared from the original, a translation, or a copy (and if from a copy, whether it is certified and by whom).
The certification statement typically includes: the translator's first and last name, the language designation, registration number on the list of certified translators (TP), a statement certifying that the translation conforms to the submitted document, the place and date, and the reference number. For electronic translations, PT TEPIS recommends additionally expanding the statement to include:
Such a detailed format serves an educational purpose—it addresses the concerns of less experienced readers before they have a chance to question a document „without a stamp.”.
In the e-translation system, this is recorded just like any other task, with a few practical guidelines developed by the industry:
That last point is a good reason to organize how you store issued documents—we explain how in our guide Archiving Documents with Digital Signatures.
The legal situation is clear: a QES-certified translation is equivalent to a paper version bearing a seal. For years, government agencies have been accepting electronic documents via submission portals, and as of January 1, 2026, the primary channel of communication with government agencies will be e-Delivery, which replaced ePUAP. Courts are handling an increasing number of documents in electronic form, and in business transactions—between translation agencies, law firms, and companies—files with QES are commonplace.
In practice, however, things are sometimes less digital than the regulations suggest. The TEPIS guide honestly notes that some government offices and agencies still rely on paper—sometimes due to a lack of systems for handling and archiving electronic documents—and it happens that the recipient refuses to accept a translation in a digital file. The same goes for universities: many accept electronic translations during the admissions process, but some require paper copies when submitting original documents. That’s why the golden rule is: Before the translation is delivered, the client should confirm with the end user that they accept electronic documents. We recommend that translation agencies include this question directly in their quote request form.
And what about abroad? Here, a Polish certified translator has a strong argument: according to Article 25(3) of the eIDAS Regulation a qualified electronic signature based on a certificate issued in a Member State is recognized as a qualified electronic signature in all other EU countries. A Polish provider’s certificate (e.g., Certum) is listed on the EU’s Trusted Lists, so an authority in Berlin or Amsterdam can verify it just as easily as an authority in Warsaw. We discuss this mechanism in more detail in the article eIDAS: Digital Trust in the European Union. Outside the EU, the situation varies—some countries accept European qualified digital signatures, while others require paper documents with an apostille or legalization; therefore, when dealing with third countries, it is important to check the requirements particularly carefully.
The recipient (and the translator) can verify the validity of the signature at any time using the validation service—we show how to do this in the comparison WebNotarius and SmartSign vs. Adobe Reader.
📌 By the way: If you operate a translation business under code JDG registered with CEIDG before 2025, please note that by no later than Effective October 1, 2026. You must also have your own e-Delivery address.
Every valid QES from a qualified provider meets the requirement of Article 18(1a). However, it is worth paying attention to a detail that builds trust among recipients: In addition to the translator's first and last name, the certificate may include information regarding the translator's status as a sworn translator and their registration number administered by the Minister of Justice. Certum recommends this solution: the signature is then unambiguously linked not only to the individual but also to their professional credentials. When placing an order, please provide a document confirming your registration on the TP list.
The second decision concerns the form of the signature—mobile or using a card reader:
| Feature | SimplySign (cloud-based) | Certum Mini (card + reader) |
|---|---|---|
| Signing Procedure | an app on a phone or computer, without any hardware | cryptographic card in a USB reader |
| Mobility | You can sign anywhere—including at the client's office | requires a computer with a card reader |
| Timestamps | 5,000/month package included in the price | 5,000/month package included in the price |
| Price | depending on the validity period | starting at 282 zł |
| Who is it for? | translators working remotely and in the field | who prefer physical media |
For a translator who works with clients online, the natural choice is SimplySign — allows you to certify a translation from anywhere, and the built-in timestamp feature fully meets the needs of even a very busy office. If you prefer a card, select Certum Mini. You can find a detailed comparison in the article The SimplySign mobile signature or the Certum Mini signature with a reader?, and we describe the entire purchasing process in the text How to make a qualified electronic signature.
With a qualified digital signature, the entire order process is completed online: the client sends a scan for a quote, the translator returns a certified PDF file, and the payment and invoice are also sent electronically. No printer, envelopes, or post office window required.
An electronically certified sworn translation is a fully legal, faster, and less expensive form of a sworn translator’s work—provided that the file is properly prepared and signed, and the client is aware that the electronic document is the original.
As authorized partner Certum We help certified translators and translation agencies choose, order, and set up a qualified digital signature—including a certificate containing information about their professional credentials—and train their teams on how to sign and validate documents.
📞 +48 22 417 05 55 | ✉️ [email protected] — We provide consulting services at our offices in Warsaw, Krakow, Wrocław, and Radom, as well as online or at a location of your choice.
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It's also worth checking out the PT TEPIS guide „Qualified Electronic Signatures in the Work of a Sworn Translator”.
Yes. Article 18(1a) of the Act on the Profession of Sworn Translator allows a translator to certify a translation or a copy of a document in electronic form with a qualified electronic signature. Such a document is equivalent to a translation bearing a seal and a handwritten signature. However, an electronic copy of a document may be certified only on the basis of a document in written form.
No—a printout does not have the same legal standing as the original. A translation certified with a qualified digital signature retains its legal validity only in electronic form, because the signer’s identity and the integrity of the content can be verified only in the file itself. The recipient should be provided with the signed file, not a printout or a scan of it.
In the European Union—yes: in accordance with Article 25(3) of the eIDAS Regulation, a qualified electronic signature based on a certificate from one Member State is recognized in all other Member States. Outside the EU, the practice varies by country and institution—some accept European QES, while others require paper documents with an apostille or legalization; therefore, the recipient’s requirements must be confirmed in advance.
The law does not require this—a valid qualified digital signature issued to the translator as a natural person is sufficient. However, it is recommended practice to include in the certificate information about the translator’s status as a sworn translator and their registration number on the Minister of Justice’s list, which clearly links the signature to professional qualifications and reduces any doubts on the part of recipients.
Simply submit the file for validation through a signature verification service—such as a trusted provider’s application or an online validator. The validation result shows who signed the document, whether the signature is qualified, when it was applied, and whether the content has been altered since signing. It’s a good idea to include brief verification instructions in the certification form or in a message to the customer.
No. A qualified electronic seal is a service for entities with legal personality (it includes the entity’s name and identifier, e.g., NIP), not for individuals. A certified translator certifies translations with their own qualified electronic signature, which identifies them—just as a round seal and a handwritten signature do in a paper document.
