Immigration and Asylum Translation Checklist for Solicitors

Immigration and asylum matters often involve evidence from several countries, different document types and material produced at different stages of the case. A precise translation instruction helps keep names, dates, terminology and document references consistent across the file.

This checklist is for solicitors and legal teams preparing immigration or asylum documents for translation. It focuses on the language-service instruction and does not determine what evidence should be translated or what is required by a court, tribunal or public authority.

1. Identify what is being translated and why

Tell the translation provider what the document is and how the translated version will be used. That helps the linguist understand whether layout, certification, paragraph numbering or references to other documents need particular attention.

• Home Office correspondence and decision letters
• Witness or supporting statements
• Interview records and written accounts
• Identity and civil-status documents
• Medical or psychological evidence
• Police, court or official records from another country
• Tribunal documents and directions
• Selected country or supporting evidence where translation is required

2. Confirm the exact pages or sections required

Large files can contain material that does not need translation. Mark the exact pages or sections required and provide enough surrounding context for the translator to understand references, names and chronology.

If several documents form part of one appeal or application, identify them as a connected set so recurring terminology and names can be handled consistently.

3. Confirm the correct language and regional variety

Country of origin does not always identify the correct language or dialect. Where known, provide the client’s preferred language and regional variety rather than using a broad label.

Examples include Arabic regional varieties and distinct Kurdish varieties such as Sorani and Kurmanji. The languages and dialects page gives further examples.

4. Provide established spellings of names and places

Names may appear in several transliterations across passports, statements, Home Office documents and supporting evidence. Where an established English spelling already exists, provide it with the instruction.

• Client and dependant names
• Place names and addresses
• Organisation names
• Reference numbers
• Dates of birth and other key dates
• Existing English spellings used in the case file

This helps reduce unnecessary variation between translated documents and the rest of the legal file.

5. State the deadline and any sequence of priority

Provide the actual date the translation is needed, not only the hearing or submission date. If documents need to be reviewed with the client or added to a bundle first, the translation deadline may be earlier.

For urgent files, identify which documents are highest priority. This makes it easier to agree a practical delivery sequence before work begins.

6. Explain formatting and certification requirements

If the translated document must mirror paragraph numbering, tables, headings or references in the source, include that in the instruction. If certification is required for the intended recipient, confirm that requirement before translation begins.

For general information about certification formats, see the site’s certified translation service.

7. Keep witness evidence aligned with the wider file

Witness and supporting statements can refer to earlier interviews, letters, dates, places and other exhibits. Where connected material has already been translated, provide it so wording and names can be kept consistent where appropriate.

For dedicated statement handling, see witness statement translation.

8. Confirm the funding and recoverability position

The instructing legal professional should confirm the funding, recoverability and any prior-authority requirements that apply to the individual matter. Translation scope and funding treatment should be settled before unnecessary work is commissioned.

For published pricing information, see the Legal Aid translation rates guide.

Relevant immigration and asylum pages

For broader information about the types of documents handled within these matters, see immigration law translation and asylum and refugee translation.

Quick instruction checklist

• Document type and intended use
• Exact pages or sections required
• Source and target language
• Regional variety or dialect where relevant
• Established spellings of names and places
• Case and Home Office or tribunal references where applicable
• Translation deadline and priority order
• Formatting and certification requirements
• Connected translated documents for consistency
• Confirmed funding and scope

Providing these details at the start gives the translation team a clearer basis for checking availability, scope and delivery without creating another round of avoidable questions.