What to Do If There's an Error in Your Document: Translate As-Is or Fix It?

You download your birth certificate scan and immediately spot a typo - is it a dash or a hyphen in your surname? Or your passport has an outdated address. Or a contract where the amount written in numbers doesn’t match the spelled-out version. The first question that hits: Will the translator just translate it as-is, or will they fix it? And if they don’t fix it, will an embassy, notary, or university accept a translation with errors from the source?

Short answer: a professional translator should translate it as-is, even if they see the error. But they should warn you about it. After that, it’s your decision whether to correct the original or send the translation as-is.

The Core Rule: Translate What’s There¶

A professional translator should NOT censor, “fix,” or edit the original on their own judgment. That’s not their job. Their job is to convey what’s actually written, as accurately as possible. If there’s an error in the original - they translate it.

Why? Because how do you know it’s actually an error? Maybe it’s an intentional historical spelling, part of the legal identity captured in the document, or the way someone formally identifies themselves. The translator isn’t a detective - they’re a messenger.

Example 1: A birth certificate from the Soviet era spells a surname in the old Russian way. Decades later, it’s still in the official records that way. If a translator “corrected” it to modern spelling, the document would be invalid.

Example 2: A contract states “€1,000,000” in numbers but “one hundred thousand euros” in words. Obviously, someone miscalculated. But the translator isn’t authorized to decide which version is correct. They translate both and flag the discrepancy. That’s the lawyer’s or client’s call.

How a Translator Should Mark an Error¶

A professional translator doesn’t stay silent. If they spot an error, they do one of two things:

Option 1 - Note in the translation Add a bracketed comment: [as in original] or [appears to be an error] or highlight the text prominently. The message: “I wasn’t asleep. I caught this oddity. But I’m translating it faithfully.”

Option 2 - Separate notes page Professional translation agencies often include a “translator’s notes” section at the front, listing anything unclear or suspicious.

Example note:

On page 2 of the original, the address field lists “Lenin Street,” which was officially renamed “Heroes Street” in 2015. This translation reproduces the original spelling.

This isn’t a criticism of the client. It’s professionalism. An embassy, notary, or university will see the translator was careful and that the error isn’t their fault.

Translate the Error or Fix It - Depends on What Type¶

Not all errors are created equal. They break down roughly into:

Personal Data Errors (CRITICAL)¶

Name, surname, patronymic, birth date, passport number/series, address - ALL of this must be translated EXACTLY, without a single character changed.

No exceptions. If you’re Olga Ivanovna Petrenко, born 05.14.1985, passport series AA 123456, and the translator writes “O. I. Petrenко, 06.14.1985, AA 123457” - that application gets rejected. One digit off, one date wrong, and you’re redoing the whole package.

What to do: If there’s an error in your personal data, fix the original BEFORE ordering the translation. If it’s an official document (passport, certificate, diploma), contact the issuing authority for an official correction letter or get it reissued.

Errors in the Document Text (LESS CRITICAL)¶

If the text of a contract, letter of recommendation, or job description has a typo, misspelling, or grammatical error - you can usually translate it as-is.

Embassies, notaries, and courts understand that source documents contain errors. They can read the translation and understand the intent.

Example: A recommendation letter says “This person has exceptional attention to detail” but was typed as “This person has exeptional attention to detail.” The translator translates it as written, marks it [as in original]. The reader understands.

Numerical Discrepancies (ALSO CRITICAL)¶

If a contract states an amount in numbers one way and in words another way, and they don’t match - that’s a red flag. The translator must reproduce both versions EXACTLY and note the discrepancy.

Example: Original: “Amount €100,000” (in numbers) and “one hundred thousand euros” (in words)

Translation: “Amount €100,000” and “one hundred thousand euros”

[Translator’s note: Original contains a discrepancy between numerical and spelled-out amounts]

This lets the financial authority (bank, court, inheritance office) decide which is correct - the translator didn’t make that call.

Who’s Responsible for Errors?¶

If the error is in the original - that’s your responsibility or the responsibility of whoever issued the document. The translator is not liable. They’re only responsible for translating what’s there correctly.

If the error is in the translation (the translator misread a correct original, or introduced an error themselves) - that’s the translator’s responsibility. They must redo it for free.

Professional agencies offer a guarantee: if an error in their translation is discovered after certification, they’ll redo it at no charge. But that guarantee only covers translation errors, not errors in the source.

How Embassies and Notaries React to Source Errors¶

Notary¶

When a notary reviews a translation and spots an error in the original (like a typo in a surname), they might:

1. Certify it as-is. If it’s minor and the meaning is clear, the notary will look at the original and certify the document in its current form. That’s their call.

2. Request correction of the original. If it’s an error in personal data, they’ll refuse to certify until you bring an officially corrected original or a letter from the issuing authority.

3. Issue a separate note about the error. Some notaries add a statement: “The original of [document type] contains an error in [what]. This translation reproduces the original text.”

Embassy¶

The process is more variable. Usually:

• If it’s a typo in the text (job title, address, description) - the embassy accepts it. They understand people make typing mistakes.

• If it’s an error in personal data - they might request clarification or ask for the corrected original. They might not reject outright; they’ll likely ask for explanation.

• If it’s a numerical error (amounts, dates) - depends on the consular officer’s judgment. They might accept it or request official documentation.

Golden rule: translate accurately, mark the source errors, submit as-is. If the embassy wants clarification, they’ll ask. Most of the time they understand the error wasn’t the translator’s fault.

How to Avoid Problems with Errors¶

Step 1: Check the original BEFORE ordering

Print the document, read it twice carefully. If you spot an error, fix it.

• If it’s a personal copy - just fix it.
• If it’s an official document (passport, birth certificate) - contact the issuing authority for an official correction or reissuance.

Step 2: Tell your translator about any errors

When you order, include a comment:

“Page 2, [detail]: there’s an error in the original - [description]. Please translate as-is and mark this error.”

The translator will respond in writing confirming they understand and how they’ll handle it. This protects you both.

Step 3: If the error is serious - fix the original first

If there’s an error in amounts, dates, or personal details, don’t risk it. Fix the original, then order translation. It’s cheaper than redoing everything after an embassy rejects it.

Step 4: Ensure errors are marked in the final translation

When you receive the translation, verify all source errors are noted. This protects you with authorities. You can show an embassy: “Here’s the error in the original - the translator marked it - I didn’t alter anything.”

Which Translations Do Authorities Accept?¶

Let’s summarize what usually gets accepted:

Usually accepted: - Translation with source error marked by the translator - Translation where the error is in non-critical text - Translation where discrepancies (in numbers, for example) are accurately reproduced

Usually rejected (or requires rework): - Translation where the error appears to be the translator’s mistake - Translation of personal data with any errors (even if marked) - Translation where an error was clearly “fixed” without official documentation

Common Mistakes People Make¶

Here’s what I see most often:

1. “I ordered a translation, there’s an error in the original - I’ll claim it’s the translator’s fault!” No. If the translator reproduced the error accurately and marked it, it’s not their fault.

2. “The translator fixed the error - great, they’re paying attention!” No. That’s unauthorized editing and potential document falsification.

3. “The embassy won’t accept a translation with source errors - I’ll have to redo the whole thing.” Usually, source errors aren’t disqualifying. Embassies understand reality.

4. “I’ll tell the translator to fix it and if they don’t ask for permission, I won’t know.” That’s falsification. Keep the email chain. Everything must be in writing.

Online Translation and Errors¶

If you use a platform combining AI and human translators, the process is cleaner:

• AI reproduces the error as-is.
• The human translator doing quality review will mark it before finalizing.
• You get the translation with the source error marked.

This is the cleanest approach.

FAQ¶

Can I translate a document and then fix errors in the translation afterward?¶

Technically yes, but if it’s a notarized translation, the correction will be obvious. The notary’s stamp and signature will be on the original text, which then changed. Don’t do this.

If an error appears in every copy of the document?¶

Then it’s not an error - it’s the original form of the document. Translate as-is. This is part of the document’s actual data.

I ordered a translation, the notary refused to certify it because of the source error - can I get a refund?¶

Depends on your contract with the translator. If the agreement promises “translation will be accepted by authorities” - that’s a guarantee you can claim. If not, the translator should have warned you about source errors upfront.

Best approach: before ordering, ask the translator: “If an authority rejects this because of a source error, will you provide a written statement about it?” A good translator will do this for free.

Will the price be higher if there are lots of errors in the original?¶

No. Errors in the source don’t cost the translator extra work. Price is based on volume, not source quality. If rework becomes necessary due to source errors, that’s a separate discussion.

Will a translator automatically mark errors?¶

If it’s a professional agency - yes. If it’s a freelancer and you didn’t mention errors - maybe not. Always include in your order: “Please mark any errors found in the original.”