Translation with an electronic signature – what you need to know

dokument, a na nim długopis, symbolizujący tłumaczenie z podpisem elektronicznym

Translation with an electronic signature – what you need to know

What is a qualified electronic signature? Is it worth using for certified translations? How does it work in practice? Does a translation with an electronic signature have the same value as one with a seal and electronic signature? You will find answers to these and other questions in our article.

Two forms of certification of translations

Certified translations come with the sworn translator’s seal and handwritten signature; however, there is also an alternative. As stated in article eighteen of the Act of November 25, 2014, on the profession of a sworn translator:

A sworn translator can certify a translation or a copy of a document in electronic form using a qualified electronic signature. The certification of a copy of a document in electronic form can only be made based on the original, translation, or a written copy of the document.[1]

In other words, a sworn translator can use the so-called e-signature, which has the same legal power as a handwritten signature. It is certified with a special qualified certificate that allows identity verification, making it a fully secure solution.

Translation with an electronic signature from the client’s perspective

Is it worth choosing a certified translation with an e-signature? Absolutely. The main benefit for the client is that the process of ordering and completing such a service takes less time. Everything proceeds smoothly and without problems – all you need to do is send the translation agency the document in electronic form. Ultimately, after the agreed completion time, the certified translation is received in the same electronic format. It is, of course, e-signed by a sworn translator. There is no need to visit the agency or pay for postal shipping. This solution may be used for certified translations of various documents, such as contracts, certificates, diplomas, official letters and their copies, certificates, and more. Before ordering a translation with an e-signature, confirm its acceptance by any company, office, or institution.

Translation with an electronic signature from the translator’s perspective

The questions are answered by our long-time associate Tomasz Sadlik – a sworn translator of French and Spanish.

  1. How to obtain a qualified electronic signature, and how useful it is in the work of a sworn translator?

There are several companies[2] licensed to issue such a signature. It only takes one day to obtain it. The signature is valid across the entire European Union, and it is even recognized in Latin American countries.

  1. What are the main advantages and disadvantages of such an arrangement from your perspective?

The disadvantage is the cost – if someone does a few translations a month, it may simply not be worth it. The cost for a three-year licence to use a qualified electronic signature is around 600 PLN.

It might be problematic to use such a signature if you plan to work abroad. Along with the e-signature, you receive a special USB key equipped with a SIM card. This card communicates with the certifier’s server, allowing the system to identify the person and authenticate the signature each time. However, I recently found out that this is not a limitation. E-signature also works abroad, so a translator working in Spain, for example, can easily certify his translation and email it to Poland.

And the advantages? First and foremost, savings – both time and money. When using an electronic signature, there’s no need to print translations, send them by post or courier to the client, or schedule office visits, etc.

  1. Why doesn’t every sworn translator have an e-signature?

I think not everyone is aware of the benefits, and it’s not always profitable for everyone. Another issue is the attitude of officials in Polish institutions. Although these places have programs that read and interpret electronic signatures, in practice…. they are not always used. So, it’s necessary to ask every time at the office or court whether a translation certified with an e-signature will be accepted. The situation is different in other European Union countries and in the United Kingdom, where authorities accept mainly electronic documents – there is no problem with accepting such a certified translation. The client simply sends the relevant file to the office and that is it. This is undoubtedly a faster and more convenient solution.

  1.  Is a translation with an e-signature valid in printed form as well?

Teoretycznie tak, aczkolwiek nie za bardzo ma to sens. Jeśli potrzebne jest tłumaczenie uwierzytelnione w formie fizycznej, wtedy korzysta się z wydruku opatrzone pieczęcią tłumacza przysięgłego i jego odręcznym podpisem. Natomiast tłumaczenia z podpisem elektronicznym przydają się wtedy, kiedy na przykład możemy złożyć je w formie pliku z zaszytym podpisem w systemie administracji (w Polsce jest to e-PUAP). Albo w przypadku wysyłki za granicę.

  1. Can every certified translation be signed with a qualified signature?

Yes, every translation, even certified translations of invoices, documents for the police, court, prosecutor’s office, etc. Ultimately, it depends on the accountant or relevant person at the institution. Unfortunately, sometimes these are individuals resistant to any changes.

Order a translation with an e-signature

If you are interested in ordering a certified translation with a qualified electronic signature, be sure to check beforehand whether a translation in this form will be accepted. If you receive confirmation, please contact our office – by email: bok@polyland.pl, phone: +48 609 853 852, or through the free quote form.

[1] http://isap.sejm.gov.pl/isap.nsf/download.xsp/WDU20170001505/U/D20171505Lj.pdf

[2] A list of trusted providers is available on the website: https://www.nccert.pl/. The most popular qualified signatures include: Sigilium Sign, Szafir 2.0, proCertum SmartSign, PEM-HEART 3.9, and SecureDoc 2 by EuroCert.