A medical report with a bizarre abbreviation that makes no sense. A diploma with a last-name misspelling right on the title page. A rental contract with a figure clearly written in by hand, inconsistent with the rest. At this point, a woman from Kyiv asks her translator: “Is that definitely an error? Can I fix it, or do I have to translate it as is?”
This isn’t a rare edge case. From translator forums, 25-30% of documents coming to a translator for work contain this exact situation. And how the translator handles it determines whether the document gets accepted at an embassy or rejected outright.
Short answer: translate the error as it appears - that’s the professional standard. Fix it only with explicit written client approval. And how to document this correctly in a certified translation so there are no complaints later - that’s what this article covers.
What Professional Standards Say¶
The American Translators Association (ATA), the German Association of Interpreters and Translators (BDÜ), and the International Federation of Translators (FIT) have issued thousands of recommendations over nearly 60 years, and they all come down to one point: a translator must render the text exactly as it appears in the source.
This is called “verbalgetreue Übersetzung” - literal fidelity. It’s not a gray area. Your job is to convey meaning, not to rewrite the document. Proofreading belongs to editors, not translators.
Translation Journal, which has published practical guidance for over 20 years, states it clearly:
“Correcting a source text error is ‘an act of faithfulness, not the opposite,’ but only when done tactfully.”
“Tactfully” means: you ask the client before changing anything.
Three Scenarios: How to Respond to an Error¶
Scenario 1: Obvious error that isn’t critical (typo, missing letter)
Contact the client with a message like: “On page 3, the surname ‘Petrov’ appears to be missing a letter - should it be ‘Petrov’? Please confirm and I’ll start the translation.”
This takes 10-15 minutes. The client feels looked-after, you prevent future headaches, everyone wins. Result: the document gets accepted on the first try.
Scenario 2: Error creates ambiguity (mixed dates, odd amounts, surname inconsistency)
Write to the client: “The document shows two different surname spellings - first ‘Ivanov’, then ‘Ivanoff’. Which is correct? Or are these two different people?”
This is now 30-60 minutes of email exchange before you get an answer. Add this time to your deadline and let the client know. They’ll appreciate the transparency.
Scenario 3: Error is obvious, document is due today, client is unreachable
Translate the error as-is and mark it in the translation using [sic] or a translator’s note. Here’s how to do it correctly.
[sic] - How to Mark an Error So Everyone Knows It Wasn’t Your Mistake¶
One small bracket does the job: [sic].
It’s short for the Latin “sic erat scriptum” - “thus it was written.” Place it immediately after the erroneous word. Purpose: show readers the error is from the source, not your oversight.
Examples:
- Original: “The contract amount €50,000 [should probably be 50,000,000] will be active for 3 years.”
- Translation: “The contract amount €50,000 [sic] will be valid for 3 years.”
-
[Reader immediately understands: those numbers came from the client, not from you.]
-
Original (German passport): “Name: Müller, Vorname: Mariaa” [obvious typo - should be Maria]
- Translation: “Name: Müller, First name: Mariaa [sic]”
- [Court/embassy sees: the passport had the error, not your translation.]
When to use [sic]:
- In certified documents (for notary, court, embassy) - mandatory.
- In legal and official translations - use it to protect yourself.
- In scientific text where precision matters - same here.
- In business correspondence - optional but useful.
When NOT to use [sic]:
- Literary translation of author’s intentional errors (it looks pedantic).
- Don’t mark every questionable word with [sic] - it looks ridiculous.
The misunderstanding: some people think [sic] means “this is stupid” or “ignore this.” It doesn’t. [sic] only means “I know about this; the error is in the original.”
Translator’s Note [TN:…] - The More Detailed Approach¶
If one bracket isn’t enough, or the error is complex, write a translator’s note.
Rules: square brackets, abbreviation, plain language:
[TN: The original document showed the name as “DP’Vy”, which appears to be an error. I’ve rendered it as “DP ‘Vy’” for clarity.]
Or for a date:
[TN: The original date “31.02.2020” is impossible (February has no 31st). I’ve translated it as written, but recommend verifying with the client.]
Where to place the note:
- For certified translation: right before your seal and signature.
- For regular translation: as a footnote or Word comment.
Note structure (simple to detailed):
- Short: [TN: source text error]
- Medium: [TN: original reads [erroneous text]; retained as in source]
- Detailed: [TN: the original date appears as ‘31.02’, which is impossible. Retained as-is. Recommend verification.]
Don’t do this:
[TN: ERROR IN ORIGINAL!!!]
It looks unprofessional. Once is enough.
How to Tell the Client About an Error in 5 Minutes¶
If time is tight but an error is glaring, send the client a quick message:
Email format:
“Hi [Name],
I’m starting on your [document type]. I noticed a potential issue on page 2: [describe briefly].
What should I do?
A) Translate it exactly as written (with a note that the error is in the original)
B) Correct it (need your written OK - send me the correct version)
C) Just flag it for you to review after translation?
I can wait for your response until [time/date]. Let me know!”
This sounds professional and prevents 90% of future complaints.
When to Just Translate the Error and Leave It Alone¶
There’s one situation where you shouldn’t contact the client:
-
Quoted or reported speech (“He said,” “She told me”). Errors here are sometimes part of the character’s voice. Don’t touch it.
-
Artistic text with deliberate author quirks. The author loves their ‘mistakes’. Leave them.
-
Historical documents (16th-century deeds, old account books). Errors are period context. Translate as-is.
-
Source text quoting someone else incorrectly. The author misquoted them. That’s the author’s problem. Translate it as quoted.
Everything else: contact the client.
Why Embassies and Courts Reject Translations With Errors¶
2024 statistics (from Beglaubigung24, a German certified-translation platform): 68% of overseas document rejections relate to mishandling source errors.
The most common cause isn’t “error in the original,” but “error ‘corrected’ without marking - now it looks like the translator’s error.”
Real example (from Reddit, r/translators):
I translated a Ukrainian’s passport for Germany. The passport had the name as “Петров” (Russian style), I ‘corrected’ it to “Petrov” (English style). The embassy asked: why does the translation differ from the original? Looks suspicious.
Turns out the translator had ‘fixed’ a Russian surname to English without using [sic]. The document got rejected. The error wasn’t the translator’s fault - but it looked like it was.
Takeaway: error in original + correct marking = safe. Error in original + no marking = suspicion lands on you.
For Certified Translation: What the Notary and Sworn Translator Do¶
In Ukraine, a notary does NOT verify translation content. They check that the original is genuine, the translation was made from the original or a notarized copy, and the translator signed it. That’s it.
The notary doesn’t fix source errors. They shouldn’t. Their seal means: “This translation was done honestly, from this original I’ve verified.” It does NOT mean: “The translation is flawless.”
Germany is different. A beeidigter Übersetzer (sworn translator) takes a legal oath that the translation is accurate. That means: if an error appears in a certified translation under German jurisdiction, the translator can face court-imposed fines. German translators are therefore extremely careful:
- They contact clients about every suspicious detail
- They request the original for side-by-side verification
- They mark every source error with [sic]
- They write detailed translator’s notes before their seal
If you order a certified translation in Germany, expect this diligence. It works in your favor.
Practical Checklist: Handling Errors in Your Document¶
Before you send the document:
- [ ] Tell your translator: will you contact me about errors?
- [ ] If it’s urgent, mention that in the brief.
- [ ] Flag any known suspicious sections (“This diploma is an old format - might have typos”).
If an error is found:
- [ ] Translator sends you a description of it.
- [ ] You reply (fix it / leave it / mark it).
- [ ] If fixing it, provide the correct version in writing.
- [ ] Errors you want kept will be marked [sic] or with a note.
After receiving the translation:
- [ ] Verify that source errors are preserved in the translation and marked.
- [ ] If going to an embassy/court, read the translator’s notes first.
- [ ] If unsure, call the institution and ask: “Will you accept this translation if the original contains an error?”
They’ll tell you: “Yes, if it’s marked” or “No - we need verification.”
Regional Differences: How Different Countries Handle Source Errors¶
Germany:
Sworn translators have both the right and the duty to report source errors. On some courts, this is now a formal requirement - without error notification, an error in the certified translation can lead to document invalidation. As of 2025, with tightened BAMF (Federal Office of Migration) requirements, unmarked-error translations are less frequently accepted on first submission.
United States:
Certified translations (by qualified translator) require a signed certification statement. If a source error isn’t marked, a court proceeding can cast doubt on the entire certification. It’s wise to retain a copy of the original to prove the error wasn’t yours.
Poland:
Like Germany - sworn translators, mandatory error marking.
Ukraine:
Notaries don’t require error markings (they don’t verify content). But if your document later goes to European institutions, those countries will demand proper marking. Recommendation: add translator’s notes at the Ukrainian notarization stage if you know the document is EU-bound.
FAQ - Frequently Asked Questions¶
If the notary doesn’t check the translation, do I have to fix errors?¶
No. The notary confirms the translation was done by you, but doesn’t guarantee accuracy. Errors in the original should remain - otherwise it’s editing, not translation. Only fix with written client approval.
What does [sic] mean in translation and when should I use it?¶
[sic] (Latin ‘thus it was’) goes in square brackets after an erroneous word to show the error was in the source. Use it for errors that could confuse readers - mainly in certified documents, legal translations, and academic texts.
Will an embassy or court accept a translation that preserves an error from the original?¶
Yes, if it’s clearly visible or marked [sic]. Worse: if you ‘fix’ it without marking - it looks like your error, and the document can be rejected. An unmarked ‘correction’ is always worse than a marked original error.
How much extra time does checking an error take?¶
Error checking adds 15-30 minutes for client contact (email, waiting for reply). If approved immediately, translation proceeds normally. Plan 1-2 extra hours if the document has suspicious details.
What if the error changes meaning - like a date or amount? Can I fix it then?¶
No, you still can’t fix it without approval - but DO contact the client immediately. This isn’t last-minute. Write: ‘The document shows date XX.XX.2015 - is that a typo (should be 2016)?’ or ‘The amount €500 seems low for [context] - can you verify?’ Clients appreciate translators who catch problems, not ones who silently translate false information.
For a certified translation to Germany with an error in the original, who’s liable?¶
A sworn translator (beeidigter Übersetzer) in Germany bears legal responsibility. An error in a certified translation can result in court-imposed fines. German translators are extremely careful: they contact clients, request originals, use [sic] and notes. An error in the original isn’t your problem if you mark it correctly.
How can I prove the error was in the original, not in my translation?¶
Write a translator’s note on the certified translation before your seal: ‘[TN: the error in phrase ‘XX’ appeared in the original]’. Or use [sic]. This documents your awareness. The strongest proof is the original document the client provided.
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