A look into sworn translations for business and employment documents

The exchange of business documents in professional fields is one of the main reasons to obtain a sworn or official translation.

Whether you need to sign international contracts, expand into new markets or manage human resources worldwide, sworn translationsguarantee the legal validity and the accurate understanding of professional documents in different languages.

Here is what you need to know about sworn translations of business and professional documents.

What are the main business documents that require sworn translations?

The main business documents exchanged in professional fields vary among companies and their areas of operations. However, certain recurring documents require sworn translations in international exchange.

Business contracts

A business contract is a legal agreement between two or more parties that defines the terms and conditions of a business transaction. It defines the rights, obligations and responsibilities of each party to a transaction. The business aspects can come in different forms and apply to several aspects of business activities such as:

purchase and sale of goods or services;
provision of services;
property or equipment rental;
partnerships;
franchises;

A well written business contract establishes the basis of a solid business relationship by clearly defining the expectations and obligations of the parties. It specifies the terms of payment, delivery times, guarantees, termination clauses or confidentiality clauses. Business contracts can be negotiated between parties before being finalized and signed.

Business contracts must be written accurately to avoid misunderstandings and subsequent litigation. They may be subject to country-specific laws and regulations, business sector regulations and transaction-specific regulations. Therefore, the accuracy of the translation of these documents is essential and requires a sworn translator.

Professional receipt

A professional receipt is a business document issued by a company to a client to request payment for a product or service provided. It represents a request for payment and constitutes evidence of the translation between the company and the client.

The professional receipt is an essential document for business financial management. It serves as legal evidence of the sale or provision of services and makes payment follow-up and account maintenance easier. It is also used for tax and accounting purposes since they let companies justify their income and comply with applicable regulations. Once again, sworn translations are recommended since they guarantee the accuracy of the information exchanged in an international partnership.

Professional invoices

Professional invoices are also one of the main business documents that may be exchanged internationally. Invoices allow companies to provide a detailed estimation of costs associated with a project, a product or a specific service. It is a formal offer which allows clients to understand the fees proposed by the company before deciding to buy.

Professional invoices are an important tool in the sales process since they allow clients to take an informed decision by comparing offers from different providers. Once the quote is accepted by the client, it can serve as a basis for the final contract between the parties.

Licenses and permits

A professional permit or license is a legal authorization delivered by a presiding authority such as a government or regulatory organ which allows an individual or company to exercise a specific activity in a given professional field. It is an official authorization which certifies that the holder fulfills the criteria and requirements for legally exercising a profession or operating a company.

Obtaining a professional permit or license is generally essential to legally exercise an activity, guarantee compliance with applicable regulations and protect the interests of clients and the public. However, professional licenses and permits should be accurately translated to be able topractice abroad.

When is it necessary to obtain a sworn translation of business documents?

The sworn translation of business documents is generally required in specific cases, including transactions, contract signing, request for a license, litigation or hiring employees abroad.

Execute business transactions abroad

When conducting business transactions with foreign partners, it may be necessary to provide sworn translations of business documents to facilitate communication and understanding between the parties.

Contracts, invoices, quotes, purchases or dispatch documents thus may need to be translated.

Obtain a professional license or permit abroad

If a company operates abroad and requires licenses, permits or authorizations to exercise business activities, it may be necessary to provide sworn translations of documents required by local authorities.

Generally, the original license should be provided to the sworn translator so that he or she may accurately translate the information to the language of the country where the company wants to obtain a license. Thanks to the official translation provided, it is easier for a company to justify its ability to practice.

Manage business litigation abroad

In the case of cross-border business litigation, it may be necessary to translate relevant documents such as correspondence, reports, financial evidence, etc. to present to courts or decision-making authorities.

However, an official translation is necessary to guarantee the accuracy of information and settle the situation more easily. Since business litigation can be complex, it is essential to provide clear and precise translations of business documents.

Hire employees abroad

When hiring international employees or managing employees in subsidiaries abroad, sworn translations may be necessary to facilitate work in the human resource department.

Official translations may be required of employment contracts, internal policies, employment certificates or income certifications. The accuracy of the information presented on this type of document may also prevent future litigation.