"Do I need a certified translation or a notarized translation?" It's one of the most common questions we hear from expats in Ecuador — and the confusion is understandable. The terms sound similar, they're sometimes used interchangeably (incorrectly), and the stakes are high if you get the wrong one. Let's clear it up.
What Is a Certified Translation?
A certified translation is a translation accompanied by a signed certification statement from the translator or translation company. This statement attests that:
- The translation is complete and accurate
- The translator is competent to perform the translation
- The certification includes the translator's name, signature, and date
Think of it as the translator putting their professional reputation on the line by formally declaring: "This translation faithfully represents the original document."
A certified translation does not involve a notary public. It's the translator's own certification — their signed statement of accuracy attached to the translated document.
What Is a Notarized Translation?
A notarized translation includes everything in a certified translation plus an additional step: the translator's certification statement is signed in the presence of a notary public (in Ecuador, a "notario"), who then affixes their seal and signature.
The notary doesn't verify the accuracy of the translation itself — they aren't translators. What the notary verifies is the identity of the person who signed the certification. Essentially, the notary confirms: "Yes, this person appeared before me and signed this document."
In Ecuador, notarization carries additional legal weight because notarios in Ecuador are legal officials with broader authority than notaries public in the United States. An Ecuadorian notary's seal elevates the document's legal standing significantly.
When Do You Need a Certified Translation?
Certified translations are sufficient for the majority of situations expats encounter in Ecuador:
Visa applications. Ecuador's Cancillería (immigration office) requires certified translations of all foreign-language supporting documents. For standard visa applications — retiree, professional, investor, dependent — certified translations meet the requirement. See our visa translation services for specifics by visa type.
SENESCYT degree recognition. When submitting your academic documents for degree recognition, SENESCYT accepts certified translations. Our SENESCYT translation service covers the exact formatting and terminology SENESCYT expects.
Banking and financial institutions. Banks in Ecuador that request translated documents typically accept certified translations.
Medical records. Whether you're translating US medical records for an Ecuadorian doctor or Ecuadorian records for US use, certified translations are the standard.
Insurance claims. Certified translations are generally accepted by both US and Ecuadorian insurance companies.
If you're unsure whether certified is enough for your situation, it almost certainly is. When in doubt, ask us — we'll tell you before you pay for anything.
When Do You Need a Notarized Translation?
Notarized translations are required in more limited, typically legal-specific situations:
Court proceedings. If you're submitting translated documents to an Ecuadorian court — whether for a civil lawsuit, family law matter, criminal proceeding, or any litigation — the court may require notarized translations. Requirements can vary by judge and jurisdiction.
Property transactions. When buying or selling property in Ecuador, notarized translations of powers of attorney, foreign corporate documents, or other legal instruments may be required by the notary handling the transaction.
Government registrations. Certain registrations — such as registering a foreign marriage or birth with Ecuador's Registro Civil — may require notarized translations depending on the specific office and current regulations.
Corporate and commercial filings. Some filings with the Superintendencia de Compañías or other regulatory bodies may require notarized translations of foreign corporate documents, especially for company formation by foreign nationals.
Our legal translation services include both certified and notarized options, and we'll advise you on which your specific legal matter requires.
The Certification Process: What to Expect
Here's what happens when you order a certified translation from our team:
- You submit your documents — scans or photos via our contact page are fine for quoting. We'll need the originals (or clear copies) for the actual translation.
- Our certified translators translate the complete document — including all stamps, seals, apostilles, and annotations. Nothing is left out.
- We attach a certification statement — This is a formal, signed declaration that the translation is accurate and complete, prepared by a qualified translator.
- You receive the translation package — The certified translation is delivered alongside (or referencing) your original document, ready for submission.
Standard turnaround is 3-5 business days. Rush service (24-48 hours) and same-day service (when available) are also offered.
If you need notarization, we add one additional step:
- The certification statement is signed before an Ecuadorian notario — The notary verifies the translator's identity, witnesses the signature, and affixes the official notarial seal.
What to Look for in a Translation Provider
Not all translation services are equal, and choosing the wrong one can mean rejected documents and wasted time. Here's what matters:
Specialization in Ecuadorian requirements. A translation company that serves clients in Mexico or Spain won't necessarily know what Ecuador's Cancillería, SENESCYT, or courts expect. Formatting, terminology, and certification requirements vary by country.
Experience with your document type. Legal translations require different expertise than medical or academic translations. Make sure your provider has experience with the specific type of documents you need translated.
Clear certification process. Your provider should be able to explain exactly what their certification includes and provide a sample if requested. Avoid services that are vague about their certification credentials.
Transparent pricing. You should receive a clear, itemized quote before any work begins. No surprises, no hidden fees for certification or delivery. Visit our pricing page for an overview of our cost structure.
Responsiveness. Translation is often time-sensitive. Your provider should respond to quotes quickly (we respond within 24 hours) and communicate clearly about timelines.
The Bottom Line
For most expat needs in Ecuador — visa applications, SENESCYT submissions, banking, medical records — certified translations are what you need. Notarized translations are reserved for specific legal proceedings and certain government filings.
When you work with our team, you don't need to figure this out on your own. Tell us what the translation is for, and we'll tell you exactly which level of certification your situation requires. If notarization is needed, we handle the entire process — you don't need to visit a notary yourself.
If you're navigating a visa application alongside your translation needs, check out EcuaPass for comprehensive visa assistance that pairs seamlessly with our translation services.
Not sure whether you need certified or notarized? Contact us with your situation and we'll give you a straight answer — no charge, no obligation.