24 checks before you send documents for NAATI translation

Before sending documents to a translator, check five things: scan quality, completeness of the set, name spelling against your passport, the receiving body’s own requirements, and the translated file itself before you upload it. Checking in advance reduces requests for further documents and avoids waiting time. Content last reviewed: August 2026.

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1. Scan quality

The whole page is visible with no cropped edges
Numbers and dates are sharp, with no blur or shadow across them
Every seal, emblem and signature is visible
The page is straight, with no fingers covering text
The reverse side is scanned wherever it carries text, a stamp or an endorsement
The file is a PDF or JPG at a resolution that stays readable when zoomed

2. Completeness of the set

Every document listed by the receiving body has been collected
Multi-page documents are complete and in the correct order
The current version is used, not a superseded or cancelled record
Evidence of any change of name is included where names differ between documents

3. Names and personal details

The English spelling of your name is confirmed against the passport page
Names match across every document, and any difference is flagged in advance
Spellings for a spouse, children or parents named in the documents are confirmed
Dates of birth are consistent across the whole set

4. Receiving-body requirements

The authority's translation requirements have been read and the link saved
It is clear whether digital files or printed copies are required
Any additional certification, such as notarisation or legalisation, is identified
Any recency limit on the original documents has been checked
The submission deadline is noted so turnaround can be planned around it

5. Before you upload

The translated PDF is opened in a reader and the digital signature status is checked
Name spelling on the translation is checked against the passport once more
Every page of the translation is present and matches the original order
The delivered file is not re-compressed or converted again
Originals and translations are backed up for later steps in the process

Frequently asked questions

Do I have to post the original hard-copy documents?

In most cases no. A clear, complete scan is enough to prepare the translation and issue the certification, unless the receiving body specifically requires sighting of originals.

Can I scan with a phone?

Yes, if the shot is square-on, evenly lit, shows all four edges and stays readable when zoomed. A document-scanning mode usually produces a straighter image with automatic edge cropping.

My birth certificate spells my name differently from my passport. What now?

Tell us before work starts. The translation must reflect what the original says, but a translator's note can record the discrepancy, and you should be ready to explain it in your application.

Should I send all documents at once?

Sending the full set together lets the team check names and dates for consistency across documents and usually produces a firmer delivery date.

I forgot a page. Can it still be added?

Tell us as soon as you notice. If translation has not started, it joins the same batch; if it has, it is handled as an additional item.

The authority asked for more documents after I submitted. What should I do?

Send us the exact wording of the request so we can identify which documents need translating and what form of certification is being asked for.

Continue reading

Once your set is checked, send it through and the team will run a second completeness check before work starts.

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