A legal entity in Poland often needs not “document translation in general,” but a specific sworn translator: a person on the Ministry of Justice list who will certify articles and a company extract, a contract, a power of attorney, a tender pack or HR papers for a foreign employee — and, when required, appear orally before a notary or in court. This article focuses on the specialist and the company process.
Our business-documents article covers typical registration and deal situations. Here we cover how to select and brief a sworn translator for a company: NDA, consistent terminology, invoicing, bureau versus freelancer. Order via the sworn translator page; the written deliverable format is on the sworn translation page.
Below: when a company needs a sworn specialist, which documents appear most often, how to run the process without data leaks, and which B2B ordering mistakes to avoid.
For a company what matters is a named sworn translator authorised for the right language, a clear process (NDA, file channel, invoice) and consistent package terminology. The bureau organises the work; the translator certifies and seals.
01When a company needs a sworn translator
The sworn format is required when the recipient — court, office, notary, register, bank or counterparty — asks for a translation sealed by a translator on the official list. Ordinary corporate translation without certification is refused in those cases.
- Typical triggers: company-register filings, notarial acts involving a foreign company, litigation, bank compliance, tenders and public procurement, hiring foreigners with foreign diplomas and certificates.
- An oral sworn translator is needed at a notarial deed, in court or in investigative acts if a party or witness does not speak Polish.
- Not every internal company contract needs the sworn format.
- Whether sworn or standard is required is decided by the recipient’s rule and company counsel — not by the bureau.
02Typical documents of legal entities
- Corporate set: articles of association, meeting resolutions, foreign register extracts, a current company extract and its annexes.
- Contracts, annexes and negotiation minutes keep shared definitions.
- Powers of attorney often need a notarial form plus sworn translation.
- Tender specs, conformity certificates, financial statements and bank letters follow the procurement or bank rules.
- HR for foreigners: diplomas, employment records, criminal-record certificates, medical statements — when filed with an office, social insurer or employer checklist.
03Ordering process, NDA and invoice
At kickoff the company sends the document list, language, deadline, recipient and delivery format (paper / electronic original). In parallel, agree an NDA or fold confidentiality into the bureau contract.
Send files through an agreed secure channel, not random chats. Limit who can access passport and contract scans.
The bureau confirms the performer — the sworn translator’s name and language of authorisation — before work starts. For companies that matters more than a vague “official” promise.
Invoices go to the company with the right tax ID and address. Ask for project or cost-center splits if finance needs them at month-end.
Deadline and scope are locked in writing. Changing the document list after start moves both price and delivery date — leave buffer for counsel’s edits.
Send a company glossary and one reference contract — consistency across packages becomes easier.
04Consistent terminology across the pack
- Corporate texts need the same terms from contract to annex: company bodies, party definitions, statute references.
- Send an internal glossary or one reference contract already accepted by counsel.
- Company names, trademarks and directors’ names follow an agreed transliteration.
- Multilingual groups benefit from master terms in Polish and the source language.
- If written and oral specialists share a pack, brief the oral translator with the same terms — especially party roles and body names at the notary hearing.
05Bureau versus freelance sworn translator
06How to order for a legal entity
Build the document list and mark where the recipient requires the sworn format versus a standard translation. Attach counsel’s or the bank’s checklist if you have one.
Send full scans, a glossary if any, invoice details and desired dates for oral attendance at a notary or court.
Request written confirmation of the performer, NDA, deadline, delivery format and copy count. For portals, confirm an electronic original with qualified signature.
The sworn translator page takes B2B requests; the sworn translation page describes the written deliverable the company will receive.
After delivery, company counsel checks terms, identifiers and completeness. LEGIX delivers the certified result; the company’s representative files with the authority.
07Company ordering mistakes
Before sending contracts and employee personal data, agree an NDA or another confidentiality channel in writing. Do not send a full pack over an open messenger without information-protection terms.
- Treating any “official” translation as sworn without checking the Ministry list name and language.
- Sending contracts and employee passports without an NDA or agreed channel — leak and privacy-risk exposure.
- Letting terminology drift across contracts because different people worked without a glossary.
- Confusing “business document translation” (document set) with “match a sworn translator” (person and process).
- Booking an oral translator on the day of the notarial act without time buffer or advance agenda and terms.
- Accepting an invoice to a private individual when the payer is the company — or the reverse — which blocks finance close-out.
QuoteCompanies need a predictable process: who certifies, in which language, under which NDA, and with which terminology from pack to pack.
LEGIX Team
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08FAQ
When a court, office, notary, company register, bank or tender requires a translation sealed by a listed sworn translator, or when oral sworn interpreting is required.