Your job is to check facts, not style
A sworn translation is a faithful, word-for-word rendering of the original document. The translator follows the source text exactly. They cannot add, remove, or rephrase. Your review is about confirming that names, dates, and numbers are correct, not about preferring one phrasing over another.
What to Check
Open the draft alongside the original document and go through each of these in order.
Full names
Compare every person's name (first name, surname, father's name) character by character. A single letter wrong can cause rejection.
Dates of birth, marriage, issue, and expiry
Check day, month, and year on every date in the document. Make sure they match the original exactly.
Document numbers and reference codes
NIC numbers, passport numbers, certificate serial numbers, registration numbers. These must be exact.
Addresses and place names
Village, divisional secretariat, district, and province. Transliterations of Sinhala place names should match the romanised spelling used on the original.
Gender references
He/she/his/her should match the subject of the document throughout.
Document title and issuing authority
The name of the government department or registrar should appear exactly as stated on the original stamp or heading.
What You Should Not Flag
These are not errors. Requesting changes to them delays your document unnecessarily.
Capitalisation style
Sworn translations often render headings and labels in title case or all caps to mirror the visual structure of the original. This is intentional.
Brackets with translator's notes
Text in square brackets (e.g. [Seal of the Registrar General]) is the translator's description of a stamp or emblem that cannot be directly translated. This is standard practice.
Word order and sentence structure
Translated sentences follow the grammatical structure of the source language. They may read differently from natural English. This is correct and expected.
Formatting differences
The layout of the translation mirrors the original document's sections and labels. It will not look like a letter or a report. It reflects the structure of a government form.
The missing stamp on the draft
The draft PDF you are reviewing does not carry the sworn translator's official stamp and signature. Those appear only on the final certified copy that is issued after you approve.
About the Stamp & Signature
The sworn translator's official stamp, registration number, and signed declaration appear on the final certified copy, not on the draft. The draft is a content preview only. Once you approve, we produce the stamped, signed document that is legally valid for embassy and government submission.
How to Request a Correction
If you find a genuine error, use the message thread on your request page, not the Approve button. A good correction message makes the fix faster.
Good example
“Page 1, father's name: the draft reads Kamal Perera but the original says Kamal Pieris. Please correct.”
Avoid
“Can you make it sound more natural?” or “I don't like the way this sentence is written.” These are not corrections; the translator cannot change the wording beyond what the source document says.
When to Click Approve
Approving means the factual content is accurate, not that you love every word choice. Click Approve when:
Do not approve if something factual is wrong
Once you approve, the final certified document is produced. If a name or date is wrong on the certified copy, a correction will require reissuing the document. Save yourself time by being thorough at the draft stage.
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