Preparing Documents for Translation in the UAE
The Short Answer
Most delays in certified translation in the UAE start before the translator opens the file: a blurred phone photo, a missing back page, an attestation stamp cut off at the edge, or a name the translator has to guess. Ten minutes of preparing documents for translation saves a re-translation and a second trip to the authority.
This checklist covers what to send and how. Two related questions have their own guides: whether to submit the PDF or the stamped paper copy is covered in certified translation PDF vs hard copy, and what to do when your documents spell your name differently is covered in name spelling mismatches.
Step 1: Get the Scan Right
- Use a scanner or a scanning app, not a casual photo. Flat, straight, no shadows, no fingers.
- Colour, not black and white. Stamps, seals and signatures are often coloured; in greyscale they disappear into the text.
- Readable resolution. If you cannot read the small print when you zoom in, neither can the translator.
- Whole page, all four edges. Stamps and reference numbers often sit in margins and corners.
- One PDF per document, pages in order, named clearly (for example “Degree – Ahmed – 4 pages”).
Step 2: Send Every Page, Including the Back
A certified translation covers the whole document as it stands, so the translator needs everything on it:
- Back sides. Many certificates carry attestation stamps, registration details or notes on the reverse.
- All attestation stamps. Ministry, embassy and MOFA stamps are part of the document and are translated too. Translate after attestation is complete, so the translation covers every stamp; see UAE document attestation.
- Annexes and schedules. Contracts often refer to annexes; ask whether they must be translated as well.
- Stickers, QR codes and handwritten notes. These are noted in the translation, so they must be visible.
Step 3: Give the Translator Your Names List
Arabic and Latin names have no single spelling, and the translator should not guess. Send with the documents:
- a passport copy for every person named (the Latin spelling to follow);
- the Emirates ID where available (the Arabic spelling to follow);
- earlier certified translations used in the same file, so new ones match;
- the trade licence for company documents, for the registered company name in both languages.
Step 4: Send the Right Version
| Situation | What to send |
|---|---|
| A contract still being negotiated | Wait for the final signed or agreed version; changes after translation are paid for twice |
| A document reissued or corrected | The current version only, and say which one the authority has |
| A bilingual document | Say whether one language governs and which parts need translating |
| A digital certificate with QR verification | The original PDF from the issuer, not a screenshot |
| Several drafts in an email thread | One clearly named final file |
Step 5: Handle Multi-Page Sets Carefully
Transcripts, medical files, court bundles and corporate packs run to many pages. To keep them clean:
- Number the pages or keep the issuer’s page numbering visible.
- Do not split one certificate into several files or merge separate certificates into one.
- Mark pages that do not need translating (blank pages, duplicates, envelopes) instead of deleting them silently.
- Ask the receiving authority whether it needs every page or only specific ones; partial translation is sometimes accepted, but the authority decides.
- Tell us the deadline for each document, so short certificates can be released first.
Tell Us Where It Is Going
One line saves a lot of back and forth: the authority (ICP, a court, a notary, an embassy, a university), the emirate, and the deadline. The destination decides the target language, whether a hard copy is needed, and whether the translation will be attested afterwards. Our article on why UAE visa document translations get rejected lists what goes wrong when this step is skipped.
Can I send a phone photo for certified translation?
A clear, flat, colour photo of the whole page can work for a quote. For the translation itself, a proper scan avoids missed stamps and misread numbers.
Do I need to translate the back of my certificate?
If the back carries stamps, registration details or notes, yes. A certified translation covers the whole document as presented.
Should I translate before or after attestation?
Usually after, so the translation covers every attestation stamp. Check the order with the receiving authority if it has its own rule.
Why does the translator need my passport?
To spell names exactly as in the passport and keep the same spelling across every document in your file.
Can you translate only some pages of a long document?
Sometimes, if the receiving authority accepts it. Ask the authority first; otherwise the full document is translated.
What file format is best for documents to translate?
A colour PDF scan, one file per document, pages in order. Editable Word files help for long texts that are not certificates.
How is a long document priced?
Arabic⇄English legal translation is AED 60 per 200-word page (excl. VAT), with same-day delivery available. The page count is based on the words in the document, so a clean, complete scan gives an accurate quote.
How SWLT Helps
When your files arrive we check that every page, stamp and back side is there, match names to your passport and Emirates ID, and flag anything missing before we start, so you are not told at the counter. Service details: document translation in the UAE.
Disclaimer
This article is general information. It is not legal advice. Laws, procedures and fees change; confirm current requirements with the Ministry of Justice or the authority concerned, and take professional advice on your own case.
Send Your Documents the Right Way
Send clear scans of every page, your passport copy and where the translation is going. Smart World Legal Translation – Sole Proprietorship L.L.C. (SWLT) is a UAE Ministry of Justice-licensed legal translation company in Abu Dhabi and Dubai, led by Dr. Hani Elimam. Our federal accreditation is accepted across the UAE, including by Dubai Courts, and we hold exclusive interpretation contracts with the UAE Federal Courts and the Federal Public Prosecution. Arabic⇄English legal translation is AED 60 per 200-word page (excl. VAT), with same-day delivery available. Send your documents on WhatsApp (+971 50 864 8439), email info@swlt.ae, or use our contact page.