When a client is applying for a U.S. visa, whether for study, work, or permanent residency, every document in their dossier must be translated with care. That’s obvious. Even a small mistake can result in a Request for Evidence (RFE) from immigration authorities, delaying the entire process or putting the case at risk.
That’s why a strong translation process matters. A well-prepared translation not only conveys meaning accurately but also preserves the original layout, making it easy for immigration officers to compare the source and the translation. It also confers more credibility to the translation than a loosely formatted document. Just as important is a multi-step quality assurance process that checks for accuracy, consistency, and completeness before delivery.
The Certified Translation Workflow: Where Tech Supports, Not Replaces, the Human Role
submissions:
- Converting PDFs into Editable Format
Most documents arrive as scanned PDFs. The first step involves using OCR (Optical Character Recognition) and making adjustments to convert them into editable Word files. This allows the translator to maintain the original formatting while ensuring all text is editable (translatable). It also helps by avoiding last-minute formatting corrections. - Applying Machine Translation Selectively
For standardized and repetitive content such as IDs, birth certificates, bank statements, and payroll reports, AI—specifically machine translation (MT)—may be used to generate a first draft. This helps speed up the process while keeping costs reasonable. However, for documents with nuance or varied formatting: diplomas, academic transcripts, letters, machine translation is avoided. These require full human translation to ensure accuracy.
- Human Editing
A qualified linguist (an editor, not the translator) carefully reviews the entire draft, correcting errors, refining word choices, and ensuring the translation is accurate and appropriate for the context. - Human Proofreading
A second linguist reviews the file for consistency, clarity, terminology, and formatting. This layer helps catch any errors that may have slipped through in earlier steps. - Verification and Release
Before release, the document is checked against the client’s specifications (language pair, translation of stamps and seals, the requirement of apostilles, etc.) This step is crucial for maintaining clarity and compliance. - Adding the Certificate of Accuracy
Each translation is delivered with a certificate of accuracy, as required by USCIS. When possible, having this certification issued by a sworn translator—a professional officially authorized in their home country—adds further credibility. Importantly, this does not increase the cost in most cases.
Where AI Helps and Where It Can’t Be Trusted
While MT is useful during the drafting phase for certain document types, its use is limited to step 2 of the process. All other stages: formatting, editing, proofreading, and verification still depend on skilled human professionals.
Relying solely on raw machine output, or using tools like Google Translate and basic OCR, introduces serious risks:
- Names and dates may be mistranslated or switched.
- Handwritten notes and stamps can be skipped entirely.
- Abbreviations and idioms may be misunderstood.
- Layout differences can confuse reviewers and delay processing.
In immigration matters, these issues are not just inconvenient—they can derail the entire process.
Machine translation can speed up parts of the translation process, but only when carefully supervised. When legal and personal documents are involved, especially in immigration contexts, accuracy and accountability are non-negotiable. A structured, human-led process remains the most reliable way to avoid RFEs and ensure smooth case progression.
About Varendi
Since 1989, Varendi has specialized in technical and certified translations across English, Spanish, and Portuguese (Brazil). With a focus on process quality and legal compliance, Varendi supports immigration law firms and their clients with accurate, USCIS-compliant translations—delivered on time and ready for submission.
