HarewordHareword logo
Back to blog

Enhancing Your Diploma Translation Experience: A Comprehensive Guide

April 26, 2023
Tackling bureaucratic procedures like visa applications in a foreign country can be challenging, and applying to universities or large corporations only adds to the complexity.
Like the article? Spread the word

If you are currently seeking diploma and transcript translation services, it likely indicates that you are at a significant and exciting crossroads in your life. You might be applying for a bachelor's or master's program at a foreign college or university, preparing to start a new job in another country or even navigating the complexities of an immigration process. Tackling bureaucratic procedures like visa applications in a foreign country can be challenging, and applying to universities or large corporations only adds to the complexity. You may have countless questions about translation quality, certified diploma translation services, or the cost of translation services. To help you through this exhilarating but stressful time, we have crafted this comprehensive guide on diploma translation. If you still have unanswered questions after reading this guide, please do not hesitate to contact Hareword Support.

Reasons for Diploma Translation

Typically, there are three primary reasons for needing diploma translation services: school applications, employment, and immigration. While the diploma translation process is generally similar across these scenarios, there can be minor differences. Let's explore each case further:

1. School Application 

Many top-ranking universities are located in English-speaking countries like the United States and the United Kingdom. For high-achieving and ambitious students, the school application process often begins with translating their diplomas into English. Depending on your educational background, you may need to translate your high school diploma, college diploma, bachelor's degree, master's degree, graduate diploma, or a combination thereof. To ensure a smooth application process, it is crucial to verify which diplomas you need to submit.

2. Employment

Requirements for diploma translation in job applications can vary greatly from one employer to another. You may not need an academic transcript translation, and your diploma translation may not even need to be certified. It all depends on the employer. If your prospective employer has specific translation requirements concerning certification and formatting, you can contact Hareword's support team to relay any necessary instructions to translators and reviewers.

 3. Immigration

Immigration agencies generally enforce strict rules for transcript and diploma translation, regardless of the destination country. Translated documents must be error-free and complete, adhere to specific formatting guidelines, and be certified. If you are applying for a Green Card or immigrating to the U.S. through other means, we recommend reading Hareword's complete guide to Certified Translations for USCIS to learn more about the immigration process.

What Benefits Does Diploma Translation Offer?

Understanding the advantages of diploma translation and getting professional help can open new doors to the land of opportunities. Below are some top benefits:

· increased chances of admission: whether you are applying for a job in a foreign country or a university, having your documents translated in advance will save you a plenty of time because most of the universities and companies require translated documents to move further in your application process.

· demonstrated eligibility to visa consulates: in order to be granted a student visa, applicants must submit educational qualifications records to the visa consulates. They might check to see if you meet the requirements for the study abroad program. You can prove your eligibility for the student visa by providing an accurately translated diploma.

·proved authenticity of documents: a certified translation of your diploma is a proof that it is authentic, original, and complete. For these reasons, your diploma will be considered a valid and legal document, increasing the chances of approval when moving from one country to another.

Selecting the Right Diploma Translation Service

When deciding on a diploma translation service, it is essential to consider factors like translation rate, speed, and user-friendliness. However, three critical factors should not be overlooked: accuracy and completeness, formatting, and certification. If a translation agency does not meet these standards, your application may be rejected. So, how can you ensure that an agency can deliver the high-quality translation you need?

A. Accuracy and Completeness

Diplomas typically contain minimal text, making even the smallest errors easily detectable. Unlike other translation fields such as marketing or website translation, even minor changes in meaning or omissions are unacceptable in official translations. To guarantee that your diploma or transcript translation is accurate, complete, and admissible, it is essential to collaborate with experienced professional translators who have exceptional proficiency in both the source and target languages. Academic documents translation tends to be more complicated than diploma translation due to the presence of technical, location-specific vocabulary in course titles. For transcript translation, it's crucial to work with either experienced academic translators or translators who specialize in your specific field (such as medical translators).

Of course, experience and proficiency alone aren't always sufficient. Even the most seasoned translators make mistakes occasionally. As a result, it is inadvisable to work with a translation agency that lacks a review and quality assurance (QA) step in their diploma translation process. We recommend asking the following questions:

  • How does the agency select its translators? Is there a screening process?
  • Is there a review step? Does the agency utilize QA tools to eliminate technical issues?

B. Formatting

Universities and immigration agencies can be stringent when it comes to acceptable file types and formatting. It's wise to seek agencies that offer formatting services and have experience with certified official translations. You can also inquire about the delivered file format. PDF is generally a reliable choice since many institutions prefer receiving files in this format, and it is relatively easy to convert and print PDF files if necessary.

C. Certification

While employers may have specific requirements for certified diploma translations, most universities, and immigration agencies mandate certification. Certified translation is a broad concept, and certification requirements often depend on the institution and its location. You may be asked to notarize your diploma translation, work with sworn translators, or submit a translation certificate or an apostille. If you are unsure about which document you need or would like to learn more about the differences between these certification methods, you can read Hareword's guide to the official translation. If you need a certified English translation of a diploma for a college or Green Card application, you typically need to certify your diploma translation with a translation certificate. A translation certificate is a signed document that confirms the translation's accuracy and completeness. Since this document must be signed by the translator, the translation agency should deliver a translation certificate along with your translated diploma.

Diploma Translation Workflow

Now that we've covered the basics of diploma translation, let's take an in-depth look at Hareword's diploma translation workflow. Understanding the details of diploma and transcript translation will help you choose the best translation service for your needs.

Hareword's translation team prides itself on offering high-quality translation, record-breaking translation speeds, affordable rates, and a seamless diploma translation service. Let's explore how Hareword's unique approach to translation allows its team to deliver on these promises:

1. Instant Translation Cost Estimate

One of Hareword's most notable features is the ease with which you can obtain a cost estimate for your translation project. Simply visit Hareword's quote page, choose your language pair, and receive an instant quote. Additionally, unlike other official translation services, there are no minimum charges or certification fees for Hareword's diploma translation service.

2. Document Submission in Any Format

With Hareword, there's no need to deal with the inconvenience of file conversion. You can submit your diplomas and transcripts in any format, and Hareword will convert them into translation-friendly formats.

3. Matching with Qualified Professional Translators

Once your files are converted, Hareword matches your translation project with translators possessing the required experience and skill set. All of Hareword's translators undergo a rigorous screening process before being accepted, ensuring your diploma is in capable hands.

4. Collaborative Translation

Hareword utilizes a collaborative translation system that enables multiple professionals to work on a single document simultaneously. This approach allows you to receive your translated diplomas and transcripts within hours—even if you have an extensive educational history and submit multiple documents simultaneously.

5. Review and Quality Assurance

Once the translation is complete, experienced translators review your diploma to ensure that there are no errors or omissions in the final document. Translators also use QA tools to eliminate any errors that a human eye might miss—such as numerical errors in lengthy graduate course codes.

6. Formatting

Hareword strives to retain the original formatting as much as possible and delivers your translated diploma as a PDF file.

7. Free certification

If you are applying to a U.S. college or seeking a U.S. visa, submitting a translation certificate is essential. If you require a certified diploma translation, Hareword will provide a valid certificate at no additional cost.

8. 24/7 Customer Support

If you have any questions or concerns about any translation step, you can immediately start chatting with Hareword's customer support team. From payment issues to special requests, Hareword representatives are always available to resolve your concerns.

9. Quick Delivery

The final step is, of course, delivery. Thanks to its unique system, Hareword can deliver the highest quality in the shortest possible time frame. Within just a few hours, you will receive a translated and reviewed version of your diploma, along with a translation certificate.

Frequently Asked Questions

Are there any disadvantages to online diploma translation?

The only potential drawback of online diploma translation is that you may need to print your translated diploma and translation certificate if you need to submit paper copies for a college application. However, since many university, job, and immigration applications are submitted online, the benefits of online diploma translation services (speed, affordability, and convenience) far outweigh this minor inconvenience.

Can I use Google Translate or similar translation tools for diploma translation? 

For university applications, you typically need certified diploma translations, and the translation certificate must be signed by a translator or a representative of a translation agency. Google Translate or other machine translation tools cannot provide this document, and there is no way to verify the accuracy and completeness of an automatically generated translation. Therefore, it is not possible to use Google Translate or similar translation tools for transcript or diploma translation.

How long does foreign diploma translation take? 

Diplomas tend to be relatively short and follow a similar pattern, so diploma translation usually doesn't take much time. If you work with widely spoken languages such as English, Spanish, or Arabic, you can receive a certified diploma translation within hours.

Which file formats are accepted? 

Hareword accepts all file formats. You can submit PDF files, scanned images, or even photos of your diploma.

How do I choose the right translation service? 

When selecting a translation service for your diploma, consider factors such as cost, speed, ease of use, and, most importantly, accuracy, completeness, formatting, and certification. If the translation agency fails to meet these critical criteria, your application may be rejected. To ensure that the agency can deliver the high quality you need, ask the following questions:

  • How does the agency select its translators? Is there a screening process?
  • Is there a review step? Does the agency use QA tools to eliminate technical issues?
  • Do they offer formatting services and have experience with certified official translations?
  • Can they provide the necessary certification for your translated documents?

Can I trust online translation services with my personal information? 

When choosing an online translation service, it's essential to consider the privacy and security of your personal information. Reputable agencies should have robust security measures in place to protect your data and maintain confidentiality. Make sure to review the agency's privacy policy and inquire about their data protection practices before submitting your documents for translation.

What if I need additional services, such as notarization or an apostille? 

Some institutions may require notarization or an apostille for your translated diploma. If this is the case, ask the translation agency if they offer these services or if they can guide you through the process. It is crucial to ensure that your translated documents meet all the necessary requirements to avoid delays or rejections.

Can I get a refund if my translated diploma is not accepted? 

Before selecting a translation service, inquire about their refund policy. Reputable agencies should stand by the quality of their translations and offer refunds or revisions if the translated documents are not accepted by the institution you are applying to. Always make sure to clarify the refund policy and any related terms and conditions before engaging a translation service.

How do I know if my translated diploma is accurate? 

Accuracy is crucial when translating official documents like diplomas. To ensure the accuracy of your translated diploma, work with a reputable translation agency that employs experienced professional translators with expertise in both the source and target languages. Additionally, make sure the agency follows a rigorous review and QA process to eliminate errors and guarantee the accuracy and completeness of the translation.

What if I need my diploma translated into multiple languages? 

If you need your diploma translated into multiple languages, look for a translation service that offers a wide range of language pairs and has experience translating documents into each of those languages. The process should be similar to translating your diploma into a single language; however, working with an agency that has expertise in multiple languages can ensure consistent quality and accuracy across all translated versions of your diploma.


Still have some questions on your mind? We can help you find answers 24/7. Get in touch with us right away. 

Like the article? Spread the word
Subscription icon

Weekly Newsletter

Get Guidance on Localization, Drive Top-line Revenue