AI translation and official documents: what to check
An automated draft and a document ready for official use are different stages. Start with…
Start with the intended use
Before using an automated translation, decide what you need it for. Getting an initial idea of a text is different from sending a translated contract, certificate or medical document to another organisation. Record the recipient, purpose, language and required document format.
The European Commission’s information sheet on machine translation warns against relying on unchecked machine output. Treat the amount and type of review as part of the project brief, rather than assuming that fluent wording proves the translation is ready.
Check official requirements before choosing a tool
Ask the receiving organisation whether it requires a sworn translation and whether it specifies any other document formalities. In the Netherlands, a sworn translator must be registered and sworn in; Business.gov.nl explains the registration requirement and Bureau Wbtv explains who may make sworn translations.
Generating a draft with a tool does not complete those requirements. Our sworn and certified translation guide helps you distinguish the requested service. For questions about authentication, see document legalisation.
Agree confidentiality arrangements before uploading
Before putting company or personal documents into any external tool, check the applicable terms, who can access the material and the arrangements your organisation has approved. Raise sensitive content with your chosen provider before sharing it.
If sharing arrangements are unclear, ask your organisation’s contact to confirm them before you continue.
Tell the provider about any automated draft
If you already have a machine-generated version, provide the source and explain how the draft was produced. Ask what work is needed for your intended use and whether a fresh translation or review of the existing version is appropriate.
The European Commission calls correction of machine-generated translations post-editing. Our guide to proofreading, editing and translation revision explains why checking the target text alone and comparing it with the source are different requests.
Request the document service you need
Request your no-obligation quote with the original document, required language, intended use and deadline. Mention any existing draft and the recipient’s instructions. Urgent Vertalen will confirm the work we can arrange, price and delivery time before you order.
Start with document translation services or legal translations for the relevant document type. For practical file preparation, follow our document preparation checklist.
