# Translations, copies and documents from abroad

Source: https://www.qaravan.org/resources/documents/translations/

Documents not in English are filed with an English translation. USCIS and the immigration court accept a translation signed by a translator who certifies they are competent and the translation is complete and accurate.

QARAVAN does not provide legal services; decide with a lawyer which evidence to file in your case.

## Start here

- File a document not in English with a full translation and a signed translator's certificate that it is complete and accurate.
- File copies and keep the originals: USCIS may destroy originals it didn't ask for.
- If you can't get a document from abroad, the rules allow other evidence instead, but talk to a lawyer first.

## What the rules require

- A translation for USCIS Any status Every foreign-language document filed with USCIS needs a full English translation. The translator certifies it is complete and accurate and that they are competent to translate from that language into English (rule 8 CFR 103.2(b)(3)). The rule does not mention a degree or license. [law.cornell.edu](https://www.law.cornell.edu/cfr/text/8/103.2)
- A translation for immigration court Any status The immigration court also needs an English translation with a typed or legible certificate that the translator is competent and the translation is true and accurate to the best of their ability (rule 8 CFR 1003.33). [law.cornell.edu](https://www.law.cornell.edu/cfr/text/8/1003.33)
- Copies, not originals Any status USCIS wants readable copies, and originals only on request: originals sent unasked may be destroyed. Keep a copy of everything you send. If you have a USCIS online account, upload evidence there instead of mailing it. [uscis.gov](https://www.uscis.gov/forms/filing-guidance/tips-for-filing-forms-by-mail)

## Preparing a translation, step by step

1. Make a copy of the original Make a clear copy. Keep the original.
2. Find a translator You need someone fluent in both languages who will sign the certificate; free options exist. Ask a lawyer whether that person suits your case.
3. Translate the whole document USCIS and the court require a full English language translation: translate the whole document.
4. Have the translator sign the statement Under the translation, the translator signs: “I am competent to translate this document from Russian into English, and this translation is complete, true and accurate to the best of my ability.” The translator signs it personally, typed or legibly handwritten. The sample uses the wording of both rules: USCIS (8 CFR 103.2(b)(3)) and the immigration court (8 CFR 1003.33).
5. Assemble the packet The copy of the original, the translation and the certificate together. Keep a copy of the set.
6. Send it as the form instructions say USCIS asks for one-sided 8½ by 11 inch pages and no evidence mailed separately to the intake center: with an online account, upload it there. Read your form's instructions.

- USCIS tips for filing forms by mail Any status How to file forms by mail: paper size, copies instead of originals, translations, evidence. [uscis.gov](https://www.uscis.gov/forms/filing-guidance/tips-for-filing-forms-by-mail)

## Where to get a free translation

- Respond Crisis Translation Any status Free The organization says its work is always free for individuals, families and community activists. The request form is [on its website](https://respondcrisistranslation.org/en/need-support); Russian is available. Before ordering, ask whether they provide a translator's certificate USCIS accepts and whether you can come without a lawyer. [respondcrisistranslation.org](https://respondcrisistranslation.org/en/need-support)
- Document translation at IDNYC NYC residents Free IDNYC centers translate documents for free on the spot when they can, or set a time with a free interpreter; book online on the IDNYC portal. This translation is only for the IDNYC application and does not replace a translation for USCIS. [nyc.gov](https://www.nyc.gov/site/idnyc/frequently-asked-questions/frequently-asked-questions.page)
- ONA hotline Any status Free New York State's Office for New Americans hotline: over 200 languages, confidential and anonymous. Operators give information and refer you to the right organizations. Say "Russian" and they answer through an interpreter. [1-800-566-7636](tel:18005667636) [dos.ny.gov](https://dos.ny.gov/office-new-americans) Mon–Fri 8 am–8 pm, Sat–Sun 9 am–5 pm (Eastern time)

## Notaries and certified copies

A notary public in New York State is not necessarily a lawyer and does not issue certified copies: a notary administers an oath and takes an acknowledgment of a signature. A certified copy of an official document is signed by the official who keeps the original.

Who does what with a document

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- What a notary does and what it costs Any status Low cost State law: $2 for administering an oath and $2 for acknowledging a signature; the Secretary of State sets the fee for electronic notarial acts. If you need to sign an affidavit, a notary administers the oath. [dos.ny.gov](https://dos.ny.gov/system/files/documents/2026/09/notary-public-license-law_09.2026.pdf)
- A notary does not issue certified copies Any status The State's official handbook says a certified copy of a public record is signed by the official who keeps the original, and notaries may not issue certified copies. Request a certified copy from the agency that issued the document. [dos.ny.gov](https://dos.ny.gov/system/files/documents/2026/09/notary-public-license-law_09.2026.pdf)
- Notarized copies are not accepted everywhere Any status The SSA accepts originals or copies certified by the issuing agency, not photocopies or notarized copies. For an ITIN, the IRS also refuses notarized documents: it needs copies certified by the issuing agency with an official seal. [ssa.gov](https://www.ssa.gov/ssnumber/ss5doc.htm)
- A notary and legal advice Any status A notary who is not a lawyer and advertises in another language must state in that language: “I am not an attorney and cannot give legal advice about immigration or any other legal matter or accept fees for legal advice.” Don't pay a notary for help with an immigration case. [dos.ny.gov](https://dos.ny.gov/system/files/documents/2026/09/notary-public-license-law_09.2026.pdf)

## Apostille: when a document comes from another country

An apostille is one certificate instead of a long chain of authentications for a document used in another country. It is issued in the country where the document comes from. The 1961 convention has 130 Contracting Parties.

- What an apostille is Any status According to the Hague Conference on Private International Law (HCCH), the 1961 convention abolished legalization of foreign public documents: instead the document gets one certificate, an apostille, where it was issued. An e-Apostille is as valid as a paper one and can't be refused just for being electronic. [hcch.net](https://www.hcch.net/en/instruments/conventions/specialised-sections/apostille)
- Whether your case needs an apostille Any status USCIS and immigration court rules don't mention apostilles. Before spending money and time on one, ask a lawyer whether you need it. [uscis.gov](https://www.uscis.gov/forms/filing-guidance/tips-for-filing-forms-by-mail)
- An apostille on a New York document Any status New York documents going abroad are authenticated by the Apostille and Authentication Unit of the New York State Department of State. Mail: Apostille and Authentication Unit, PO Box 22001, Albany, NY 12201-2001; New York City office: 123 William St., 2nd Fl., New York, NY 10038-3804. [dos.ny.gov](https://dos.ny.gov/apostille-certificate-authentication) 123 William St., 2nd Fl., New York, NY 10038-3804 Apostille service in New York City: Mon–Fri 9 am–4 pm

## If you cannot get a document from abroad

Sometimes a needed paper, such as a birth or marriage certificate, can't be obtained: it doesn't exist or contacting your country's authorities is dangerous. USCIS has a rule for this; decide with a lawyer which evidence to file.

- The USCIS rule on missing documents Any status Under rule 8 CFR 103.2(b)(2), if a document doesn't exist or can't be obtained, you show that and file secondary evidence, such as church or school records. If those don't exist either, you file two or more affidavits from people not involved in the case who know of the event firsthand. If the record doesn't exist, you may need a statement from a government office saying so; if you couldn't get one, you can show repeated good-faith attempts. If USCIS believes such records are normally available, it may require the document itself. [law.cornell.edu](https://www.law.cornell.edu/cfr/text/8/103.2)
- Affidavits from people who know about the event Any status Low cost An affidavit is written and sworn by someone who knows of the event firsthand, such as a relative or longtime acquaintance. In New York a notary administers the oath for $2. Discuss with a lawyer whom to ask and what to ask for. [dos.ny.gov](https://dos.ny.gov/system/files/documents/2026/09/notary-public-license-law_09.2026.pdf)
- A record of your attempts to get the document Any status The USCIS rule accepts proof of repeated good-faith attempts to get a document. Note when and whom you wrote to or called and what they said; keep letters and screenshots. [law.cornell.edu](https://www.law.cornell.edu/cfr/text/8/103.2)
- Asylum: testimony and corroborating evidence Asylum applicants Under the asylum law (8 U.S.C. 1158(b)(1)(B)(ii)), your testimony may be enough without corroboration, but only if it is credible, persuasive and specific. If the adjudicator decides corroboration is needed, you must provide it unless you don't have it and can't reasonably get it. A lawyer will tell you what your case needs. [law.cornell.edu](https://www.law.cornell.edu/uscode/text/8/1158)
- The consulate and agencies of the country you are seeking protection from Asylum applicants While your asylum case is pending, QARAVAN advises not going to the consulate or contacting the authorities of the country you are seeking protection from: it can harm your case and your safety. A power of attorney for your country can be made with a New York notary and an apostille, if your country accepts apostilles, as people from our chats did in 2025–2026. [law.cornell.edu](https://www.law.cornell.edu/cfr/text/8/103.2)

## If something goes wrong

- USCIS asks for more evidence Any status If documents or translations are missing, USCIS may send a Request for Evidence (RFE). Check the deadline, answer on time and include what is asked. See a lawyer as soon as you get it. [uscis.gov](https://www.uscis.gov/forms/filing-guidance/tips-for-filing-forms-by-mail)
- You are asked to pay too much for certification or translation Any status Free translators and legal organizations exist, and a notary who is not a lawyer has no right to charge for legal advice. Before paying, ask free legal organizations. For information and referrals you can contact the State's Office for New Americans hotline anonymously. Say "Russian" and they answer through an interpreter. [1-800-566-7636](tel:18005667636) [dos.ny.gov](https://dos.ny.gov/office-new-americans)

## Glossary: definitions of special terms and abbreviations

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This is general information, not legal advice: QARAVAN has no lawyers. QARAVAN does not help anyone enter the US and cannot arrange visas, invitations, sponsorship or evacuation. For your own case, talk to a licensed immigration attorney or a representative accredited by the U.S. Department of Justice.

[All pages: IDs and documents](https://www.qaravan.org/resources/documents/)

**Sources, checked November 2026**

- [nyc.gov/site/idnyc/frequently-asked-questions/frequently-asked…](https://www.nyc.gov/site/idnyc/frequently-asked-questions/frequently-asked-questions.page)
- [law.cornell.edu/cfr/text/8/103.2](https://www.law.cornell.edu/cfr/text/8/103.2)
- [law.cornell.edu/cfr/text/8/1003.33](https://www.law.cornell.edu/cfr/text/8/1003.33)
- [uscis.gov/forms/filing-guidance/tips-for-filing-forms-by-mail](https://www.uscis.gov/forms/filing-guidance/tips-for-filing-forms-by-mail)
- [dos.ny.gov/office-new-americans](https://dos.ny.gov/office-new-americans)
- [respondcrisistranslation.org/en/need-support](https://respondcrisistranslation.org/en/need-support)
- [respondcrisistranslation.org](https://respondcrisistranslation.org/)
- [dos.ny.gov/apostille-certificate-authentication](https://dos.ny.gov/apostille-certificate-authentication)
- [dos.ny.gov/system/files/documents/2026/09/notary-public-licens…](https://dos.ny.gov/system/files/documents/2026/09/notary-public-license-law_09.2026.pdf)
- [hcch.net/en/instruments/conventions/specialised-sections/apost…](https://www.hcch.net/en/instruments/conventions/specialised-sections/apostille)
- [law.cornell.edu/uscode/text/8/1158](https://www.law.cornell.edu/uscode/text/8/1158)
- [ssa.gov/ssnumber/ss5doc.htm](https://www.ssa.gov/ssnumber/ss5doc.htm)