Publication date: 02.02.2026
Refusal due to translation is one of the most common formal grounds for negative decisions in Poland. Even in situations where the applicant meets all substantive legal requirements, translation errors can completely block the consideration of the case. Polish authorities operate within clear procedures, where the form of document submission is no less important than their content.
First of all, the authorities check whether the translation meets the established requirements: whether it has the proper status, whether the text is reproduced in full, and whether there are no discrepancies with the original. That is why incorrect translation of documents is regarded as a formal error, which often results in an automatic refusal or the return of the case without consideration.
Typical formal errors in document translations
In practice, most refusals are not related to complex legal nuances, but to typical yet critical mistakes. Applicants often do not realize that even a minor inaccuracy can have serious consequences.
The following formal errors are most often recorded in documents:
- translation performed by a translator without sworn status;
- missing the full text of the document or annexes;
- errors in personal data (names, dates, numbers);
- missing the translator’s signature or seal;
- translation does not correspond to the original in content or structure.
It is important to understand that such shortcomings cannot be “explained” orally or corrected retrospectively. If the authority recognizes the translation as formally incorrect, the case is either suspended or terminated by refusal.
When a sworn translator is mandatory
Polish legislation clearly defines the cases in which documents in a foreign language must have a translation performed by a certified specialist. Sworn translator in Poland is mandatory in procedures where the document creates or confirms a person’s legal rights.
In particular, a sworn translation is required for:
- cases related to the legalization of stay;
- procedures in voivodeship authorities;
- judicial and administrative cases;
- confirmation of education or qualifications;
- civil and registration procedures.
Without the participation of a sworn translator, the authority has no right to accept documents for consideration, even if their content is correct.
Practical consequences of an incorrectly performed translation
The consequences of translation errors are often much more serious than they seem at first glance. Refusal due to translation means loss of time, the need to re-prepare documents, and sometimes missing procedural deadlines.
A particularly problematic situation arises when refusal occurs at a late stage of the procedure. In such cases, the applicant is forced to start the process from the beginning, which entails additional costs and risks.
How to avoid refusal due to translation of documents
The most effective way to minimize risks is professional preparation of documents before submission. Legal support allows not only to correctly determine the requirements of a specific authority, but also to avoid unnecessary or incorrect translations.
Comprehensive legal assistance includes:
- analysis of actual translation requirements;
- verification of the translator’s status;
- control of formal and substantive compliance;
- preliminary review of the document package;
- reduction of the risk of repeated refusal.
The role of a lawyer in the preparation of translations
A lawyer acts as an intermediary between the applicant, the translator, and the state authority. He determines which documents require a sworn translation and where a regular one is sufficient, and monitors compliance with procedural requirements.
It is legal support that helps avoid situations where a formal error invalidates the entire case.
Incorrect translation of documents is a common but fully manageable reason for refusals in Poland. Consultant Legal Marketplace can help identify risks in a timely manner, avoid formal mistakes, and submit documents in accordance with applicable requirements. If you want to reduce the likelihood of refusal, seek professional assistance.
FAQ — frequently asked questions
Question
Can there be a refusal only due to translation?
Answer
Yes, refusal due to translation is legal if the translation does not meet formal requirements.
Question
Is a sworn translator always required in Poland?
Answer
No, but in many administrative and judicial cases sworn translator Poland is mandatory.
Question
Is it possible to submit a correct translation after submission?
Answer
Sometimes yes, but often the authority immediately returns the case or issues a refusal.
Question
Who checks the correctness of the translation?
Answer
The authority conducts the review, but responsibility for errors lies with the applicant.
Question
Will a lawyer help avoid translation errors?
Answer
Yes, legal support includes analysis of requirements and supervision of document preparation.
