What to Do If a Document Has an Error: Translate As-Is or Fix It

A diploma with a typo on the first page. A birth certificate with the year written wrong. A certificate with a misspelled name. Every translator eventually faces a document where something’s clearly off, and the question hits hard: translate it as-is, even though it’s wrong, or try to fix it?

The answer depends on three things: what kind of error it is, what the translation is for, and whether you have time to ask the client. This decision matters because it can literally determine whether an institution accepts your work or sends it back.

Three ways to handle errors in the source¶

When you discover an error in a document you’re about to translate, you have three options. Each has different consequences.

Option 1: Translate as-is with [sic] notation¶

This is the safest approach for certified translation. You translate exactly as the original reads, but mark errors with [sic] — a Latin abbreviation meaning “thus it was in the original.”

Example: - Original: “in 1964” (but should be 1946) - Translation: “in 1964 [sic]”

The notation tells the reader and institution: this isn’t your error, it’s a fact about the document. Notaries, sworn translators, and official bodies recognize [sic] as standard practice. Court systems and legal frameworks explicitly require it for certified documents.

Strengths: - You don’t alter the original, so the translation remains completely faithful. - The institution won’t question why the translation diverges from the original. - [sic] proves your competence: you caught the error and attributed it correctly.

Weakness: - If the error genuinely is in the original, the institution may still reject the document—but that’s a source problem, not yours.

Option 2: Contact the client before translating¶

If the error is obvious and could affect acceptance, asking the client is often best.

You might say: “Before I start, I noticed something in [section] that might be an error: [X] instead of [Y]. I’d like you to verify the original. How would you like me to proceed?” This sounds professional, shows diligence, and puts responsibility squarely on the client (in writing).

Strengths: - Client gets a chance to request a corrected original. - If they know about the error, they can address it now rather than face rejection later. - You’re fully protected: there’s a paper trail.

Weakness: - Delays the project 1-2 days while you wait for their reply. - If they say “just translate it as-is,” you’re back to Option 1 anyway.

Option 3: Translator’s note in the document¶

If you can’t contact the client or time is tight, add a translator’s note—a separate statement in the translation flagging the error without changing the text.

Example: You translate the text as-is, then add at the end or in a footnote:

Translator’s note: The original document contains an error in the date (reads 1964, likely should be 1946).

This creates clear distance: you translated what was there, but flagged the issue.

Strengths: - Document remains unchanged, but the error is explicitly noted. - Institutions often see translator’s notes as a sign of careful work.

Weaknesses: - The note might get lost if the institution converts the translation to PDF. - For notarized translation, a note isn’t always acceptable—the notary may require clean [sic] instead.

Decision table: when to use each approach¶

Real cases¶

Case 1: Diploma with the wrong graduation year¶

A client brings a university diploma issued in 1983, but the transcript shows 1839. Clearly a typo in the transcript.

What to do: Ask the client: “Is this a typo? Check it against the original.” If yes, they need to request a corrected copy from the university—that’s their job, not yours.

If they say “just translate it as-is, I’ll sort it with the university later,” you translate as-is and mark [sic]. The institution abroad will see the same error and ask the client why. Their problem, not yours.

Case 2: Birth certificate with a surname mismatch¶

Client submits a birth certificate where the surname is spelled one way (Sergievsky in the 1985 original, Sergiysky in the 2015 passport). Clear discrepancy.

What to do: This is critical. Contact them: “I see a spelling difference in the surname across your documents. Which is correct? What’s your plan?” They may need a record from the civil registry explaining the change before submitting translations anywhere.

Don’t translate blind. You translate the error once, the institution demands original verification, the client blames you, and they wait weeks for a correction. Preventable disaster.

Case 3: Medical report with an illegible diagnosis¶

A doctor’s note contains one handwritten diagnosis you can’t read.

What to do: Mark [illegible in original] or [possibly: XXX—requires clarification]. Don’t guess medical terms. Contact the client: “One diagnosis in your medical report isn’t legible. Can you ask the doctor for clarification?” Safest move.

Why self-correction is the worst option¶

Let’s say you decide: “I’ll fix this”—change 1964 to 1946 in the translation yourself.

What happens:

1. Client submits the translation with the original to an embassy.
2. Official cross-checks: original says 1964, translation says 1946—mismatch.
3. Document is rejected: “Translation doesn’t match the original. Get a new one from an authorized translator.”
4. Client comes back to you: why did you change the date?
5. You can’t fix it: the notary won’t re-notarize an already-certified document.
6. Client needs a complete redo—delays, cost, frustration.

If you’d translated as-is with [sic], the institution would see the notation, understand the error is in the source, and ask the client about it. Their issue, not yours.

Reality check: Many small institutions don’t notice [sic] or don’t understand it, but they always spot date discrepancies first. So when time allows, contact the client beforehand—it’s worth it.

How to prevent error situations¶

When accepting documents from clients¶

1. Request a clear, high-quality scan—full, readable. Typos often vanish with better image quality.
2. Verify key data before you start: “I see the issue date is 1964. Correct? Date of birth 15.03.1980?”
3. Ask about visible discrepancies upfront: “I notice the passport says Petrov and the certificate says Petrov. Which is official?”

During translation¶

1. Read the entire document first—errors sometimes only make sense in context.
2. Check for logical impossibilities: a person can’t be born 10 years before their parent. If you spot them, pause.
3. Hunt for digit-swap typos—0 vs. O, 1 vs. L. Scans lie sometimes.

Before delivery¶

1. Add a note if you’ve translated something as-is so the client knows.
2. Send a draft to the client with a caveat: “Translated as written in the original. Please verify this matches your expectations.”
3. Get written confirmation: “Yes, this is correct, proceed.” This locks in your agreement.

What if an institution rejects the document for a source error¶

Let’s say everything was done by the book—the error is clearly marked [sic]—but the institution (embassy, university, bank) still says “we don’t accept documents with errors.”

It happens. Some institutions, especially in conservative regions, aren’t prepared to work with errors in official documents.

What the client should do:

1. Request a written explanation from the institution about the error.
2. Order a corrected original from the source (university, civil registry, hospital).
3. The translation stays the same; with a corrected original, the mismatch disappears.

Your role: You’ve done the work correctly. It’s not your job to fix the source document. The client needs to pursue this with the originating institution.

FAQ¶

Which notation is standard: [sic], [sic.], or (sic)?¶

All three are acceptable. [sic] without a period is classical (it’s a Latin abbreviation, often written without periods). Some styles use [sic.] with a period. The key is consistency.

How do I mark illegible handwriting?¶

When you can’t read handwritten text: - [illegible in original] - [cannot be deciphered] - [unclear in original]

This is more honest than guessing.

Will [sic] survive if the translation gets notarized and converted to PDF?¶

Yes, if it’s in the text body. If the notary photocopies or re-types, the notation stays.

What if the error is in contact details or an address?¶

If it’s not legal data (i.e., not the address a court needs to know), ask: “The address reads [X]. Is that correct, or is it a typo?” If correct, translate as-is. If wrong, the client decides whether to fix the original.

How many [sic] marks can I use?¶

As many as needed. If there are 10 errors, mark all 10. Institutions understand.

Does the number of errors change the price?¶

No. You charge by volume, not by error count. The errors aren’t your doing.

Online options for documents with errors¶

If you need a translation of a document with errors and don’t want to deal with notaries, there are a few paths:

Standard online tools (Google Translate, DeepL) won’t understand [sic] and just reproduce the error in the target language—not helpful.

Services with human translators handle this all the time. For example, ChatsControl lets you upload a document and chat directly with the translator (or AI) about problems—you can ask: “Page 2 seems to have an error. How should I handle it?” The translator answers in real time, and you get a translation that’s aligned with your instructions. Saves time on email back-and-forth and lets you decide on the spot.

Tools like this, combining AI with human review, solve the error problem most straightforwardly: error is flagged, discussed live, and the output is formatted exactly as the client needs.

The golden standard for handling errors¶

1. Ask the client first—before you start.
2. If there’s no time—translate as-is and use [sic].
3. Get written confirmation from the client about the error and your action.
4. Never self-correct—it backfires worse than leaving the error alone.
5. If an institution rejects it—that’s their call, not yours. You did the job right.

An error in the original isn’t a lie about your translation. It’s a fact about the source. The [sic] notation, a translator’s note, or a client conversation—these are tools to divide responsibility: your work is a faithful translation, and the source errors belong to the original document.

Institutions understand this. Do it right, and even errors in documents won’t be your fault.