Navigating US Immigration: Translation Requirements for Portuguese Birth Certificates

Moving to the United States is definitely exciting, but it can also feel pretty overwhelming at times. One of the most important things you'll need to do is get all your paperwork sorted out. If you're from Portugal or any other Portuguese-speaking country, one of the key documents you'll need to focus on is your birth certificate.

Now, you might think it’s as easy as asking a friend who speaks English to help out or plugging it into an online translator, but when it comes to US immigration, it’s not that simple. For your birth certificate to be accepted by US Citizenship and Immigration Services (USCIS), it has to be professionally translated—and it needs to be certified, too.

In this post, we’ll walk you through why a certified translation is necessary, what to look out for when you’re getting it done, and how to find the right service to help you with the process.

Why you need a certified translation

So, why can’t you just translate the birth certificate yourself or ask a friend who speaks both English and Portuguese? It seems like it should be simple enough, but immigration rules are pretty strict about this kind of thing.

USCIS (the agency handling immigration) requires that any documents in a foreign language, like your birth certificate, be translated into English by a professional. Plus, the translation has to be certified. That means the translator has to sign a document confirming that everything is translated accurately and completely.

Here’s why that matters:

- Accuracy is key: Your birth certificate has important details about who you are—your name, birthdate, where you were born, and your parents’ names. If even one of these things is mistranslated, it could lead to confusion, delays, or worse, a rejection of your application. For example, if your name is spelled differently in the translation than it is in your other documents, it could create a big problem during the review process.

- Certification is a must: USCIS won’t even look at your translation unless it’s certified. The certification proves that the translation was done by a professional and that everything is correct. If you submit a translation without this, you might have to start the whole process over, and no one wants that.

- Avoiding delays: Let’s be honest—immigration is stressful enough without adding more complications. If your documents are translated incorrectly or don’t have the right certification, you could face even more delays. Getting it done right the first time saves you time, stress, and a lot of potential headaches.

"Translating is not simply exchanging one word for its equivalent in the other language. It’s important to understand the content and pay attention to differences in register, formality and intention. Portuguese tends to be more indirect than English and use more words to express the same meaning, so it’s important to account for that. There is also a huge difference between Brazilian Portuguese and European Portuguese, to the point where sometimes one might not understand the other!" - said Erica Saubermann Alem, a translator and interpreter since 1998, and MotaWord translator since 2016.

What to look for in the translation

Once you’ve decided to go ahead and get your birth certificate translated, there are a few key things you’ll want to make sure are done correctly. After all, it’s not just about translating the words – there are some important details that need to be handled properly for USCIS to accept the translation.

Here’s what to keep in mind:

Names

Your name is probably the most important part of your birth certificate. It’s absolutely crucial that your name is translated exactly as it appears on the original document – no changes, no abbreviations.

For example, if your name is "José" in Portuguese, it needs to remain "José" in the English translation, accent and all. Changing it to "Jose" might seem like a small thing, but that little missing accent could cause big confusion later on. USCIS needs to see that your name is the same across all your documents, and even small differences can create unnecessary complications.

Also, if you have two last names (which is common in Portuguese-speaking countries), they both need to appear in the correct order. If you’re "Maria Silva Santos", for example, your translation should not switch the order or drop one of your surnames. Accuracy here is key.

Dates

Another area where mistakes can easily happen is with dates. In Portugal, dates are written as day/month/year. So if you were born on the 12th of June, 1990, your birth certificate will say "12/06/1990."

In the US, however, dates are written as month/day/year. That same date would be written as "06/12/1990." If your translator doesn’t adjust this to the American format, it can cause confusion. Imagine if USCIS reads your birthdate as December 6th, instead of June 12th – a simple mistake like that could delay your entire application.

Places and titles

Your birth certificate also includes the place where you were born and maybe other official terms or titles. These need to be translated accurately, but sometimes the original place names should stay the same. For instance, if your birth certificate says you were born in "Lisboa," the translation should still say "Lisboa," not "Lisbon."

Similarly, official titles, like "Registrador Civil" (Civil Registrar), need to be translated clearly so they make sense in the US system.

Choosing the right translation service

Choosing a translation service is a crucial part of the process. Not all translation services are equipped to handle the specific needs of immigration documents, so here’s what you need to look for when picking one. MotaWord comes to save you in this case.

Certified translators

The most important thing is to make sure that the translation service uses certified translators. This means that the translators are professionals who know how to handle official documents and provide the necessary certification for USCIS.

MotaWord is a certified translation service provider and trusted by many of its users.

Experience with immigration documents

Translating a birth certificate is not the same as translating a novel or a website. Legal documents like birth certificates come with their own specific requirements, especially when it comes to immigration.

Look for a service that has experience translating documents for immigration, such as MotaWord. We know what USCIS is looking for, and We are familiar with common issues, like getting names and dates right.

Quick turnaround

You don’t want to be waiting weeks for your translation, especially if you’re on a tight schedule. Many translation services offer fast turnaround times – sometimes within 24 hours. However, be careful of services that seem too quick or cheap. While speed is important, accuracy is even more important.

Find a service that balances both, so you don’t end up with a rushed, inaccurate translation.

Common mistakes to avoid

Even though getting a birth certificate translated might seem straightforward, there are some common mistakes that could cause issues in your immigration process. Here’s what to avoid:

Incorrect translations

Some words in Portuguese don’t have exact translations in English, especially legal or official terms. For example, "Estado Civil" (marital status) needs to be translated carefully to make sense in the US system. A mistake in translating these terms could lead to confusion or delays in your application.

Make sure the translator is experienced with legal documents and knows how to handle tricky terms.

Layout and formatting

USCIS wants to see that your translation looks like your original document. This means the layout, formatting, and structure of the translated document should match your birth certificate as closely as possible.

For example, if your birth certificate has specific sections for your name, date of birth, and place of birth, the translation should have the same sections in the same order. Keeping everything consistent helps USCIS review the document more easily.

Steps to get your birth certificate translated

Here’s how to get your Portuguese birth certificate translated without any hassle:

Send a clear copy

First, make sure you have a clear scan or photocopy of your birth certificate. The translation service will need a readable version to work from. If the document is blurry or hard to read, there’s a higher chance of mistakes happening in the translation.

Certification process

After your document is translated, the translator will provide a signed certification stating that the translation is accurate and complete. This certification is required by USCIS, so be sure to double-check that it’s included with your translation.

Final thoughts

Getting your Portuguese birth certificate translated for US immigration is an important step, but it doesn’t have to be difficult. By choosing a professional, certified translation service and making sure everything is accurate – from your name to the formatting – you can avoid unnecessary delays and help ensure that your immigration process goes smoothly. Taking the time to get it right the first time will save you a lot of stress down the road. Good luck with your move!