1. When is sworn translation required for marriage at the USC?
Translation is required when a document was not issued in Polish and you submit it to the Urząd Stanu Cywilnego for marriage registration or transcription of a foreign marriage record.
Sworn translation is required for:
- Birth certificate: mandatory for both future spouses if the record was issued outside Poland.
- Certificate of marital status: confirmation that you are not in another marriage — format depends on the issuing country.
- Divorce decree or spouse death certificate: if previously married — the USC must verify the previous union has ended.
- Passport notes: if the document contains marital status entries in a foreign language — the USC may request their translation.
- Foreign marriage record: when transcribing or registering a marriage concluded abroad.
- Power of attorney: if documents are submitted by a representative — the POA translation must also be sworn.
Important!
2. Which documents to translate for the USC: checklist
Before ordering translation, use the table below — it shows which documents to translate for the USC, whether apostille is required, and what to verify before sending scans. Save it — when preparing a USC submission, checking line by line is safer.
Before ordering translation, check the table — requirements may differ between USC offices and depend on citizenship. Request the exact list from the office where you plan to register.
| Birth certificate | full translation of all pages, annotations and stamps; apostille in the issuing country if required for your country. |
|---|---|
| Single status / marital status certificate | separate form or registry extract — full translation including issue date and validity period. |
| Divorce decree or spouse death certificate | full translation with case number, court decision date and all stamps. |
| Passport | not always translated in full — confirm with the USC; marital status pages may need translation if requested. |
| Apostille and legalisation | for Hague Convention countries — apostille before translation; for others — consular legalisation. |
| Language pair | Ministry of Justice register translator accredited for source language → Polish — Ukrainian, Russian, English and others. |
3. USC requirements for sworn translation
The USC accepts only translation done by a Polish sworn translator (tłumacz przysięgły) from the Ministry of Justice register, with seal and signature on each page.
- Full translation: all pages of the original, including stamps, seals and signatures — no summaries or omissions.
- Data accuracy: names, date of birth, record numbers and dates must match the original and passport exactly.
- Certificate validity: marital status certificates are often valid 3–6 months — translation is done on a valid document.
Note
4. What happens if the translation is incorrect?
- Document rejection: the USC will not set a registration date — you will need to redo translation and book again.
- Wedding delay by weeks: collecting new certificates, apostilles and re-translation pushes back your desired date.
- Extra costs: re-translation of each document, new marital status certificate if expired, and courier delivery.
5. Step-by-step guide: from documents to USC submission
Contact the USC where you plan to register and request the current document list for your citizenship and marital status.
Obtain originals: birth certificate, marital status certificate, and if needed — divorce or spouse death record.
Check whether apostille or legalisation is required on each document — complete in the issuing country before translation.
Make quality scans of all pages — text, stamps and signatures must be clearly visible.
Send scans to a translation agency — after review they will confirm cost and turnaround (usually 24–48 hours per standard record).
Receive sworn translation with seal, verify names and dates against passport and originals — and submit the package to the USC with your partner.
6. Cost and turnaround for marriage document translation
Cost depends on each document volume and source language. Exact pricing is confirmed after reviewing scans — indicative rates on the price list.
A typical birth certificate or marital status certificate is usually 1–2 translation pages; a divorce record with court decision may be longer.
Standard turnaround: 24–48 hours after order confirmation. Start preparing 2–3 months before your desired wedding date.
Pre-USC checklist