Having a visa application rejected — or receiving a request for further information — is stressful and costly. When the problem is a translation, the frustration is compounded: you followed a process, paid for a service, and the document still was not accepted.
However, translation rejections almost always occur for specific, identifiable reasons. In this guide, we explain the 7 most common reasons why visa translations are rejected by the Department of Home Affairs, and how to fix each one before resubmitting.
Reason 1: The Translator Is Not NAATI Certified
The most common reason for a translation rejection is that the translator does not hold a current NAATI credential. The Department of Home Affairs only accepts translations from NAATI certified translators. This applies to all visa subclasses — partner, student, skilled, and humanitarian.
Many applicants use translation services that appear professional but do not employ NAATI certified translators. Some describe their translators as “professional” or “qualified” without specifying NAATI certification. This is not sufficient.
How to Fix It
Check the translator’s credentials at the NAATI directory before engaging them. Search by name or CPN number. Confirm the credential is current and shows “Certified Translator” — not “Certified Provisional Translator”. If your existing translation came from a non-NAATI translator, you need a fresh translation from a NAATI certified translator.
Reason 2: The Translator’s NAATI CPN Is Missing
Even when the translator is NAATI certified, the translation will be rejected if the translator’s CPN (Credential Professional Number) does not appear on the document. The CPN is how the Department verifies the translator’s credentials.
Some translators produce otherwise compliant translations but omit the CPN — either because they are unaware of the requirement, or because they have provided their credentials in a separate cover letter.
How to Fix It
Contact your translator and ask them to reissue the translation with the CPN included on the document. The certification statement should clearly state: “I, [Name], NAATI Certified Translator (CPN: XXXXXXX), certify that the above is a true and accurate translation…” A cover letter with the CPN does not substitute for including it on the translation document itself.
Reason 3: The Certification Statement Is Absent or Incomplete
A NAATI certified translation must include a signed certification statement — a written declaration in English confirming the translation is accurate and complete. Without this statement, the document is a translation but not a certified translation.
The certification statement is sometimes missing when translations have been produced in a hurry. It may also be incomplete — for example, signed but undated, or stating accuracy without identifying the translator by name and CPN.
How to Fix It
Ask your translator to add a complete certification statement. It must include the translator’s full name as registered with NAATI, the NAATI CPN, a declaration that the translation is true and accurate, the date of translation, and the translator’s signature. Furthermore, the statement must appear on the translation document itself — not in a separate letter.
Reason 4: The Translation Is Incomplete
A translation that omits any part of the original document — even sections that appear irrelevant — will not meet the Department’s standard. Case officers expect a complete translation of every field and statement in the source document.
Incomplete translations often occur when translators summarise rather than translate, or skip sections in a different script on the assumption that case officers will not notice.
How to Fix It
Ask your translator to review the translation against the original document, page by page. Every field, statement, stamp, seal, and annotation should appear — either as a translation or, for non-translatable elements, as a description in square brackets. For example: [Official stamp: Ministry of Foreign Affairs, Vietnam]. Furthermore, handwritten additions or corrections in the original must also appear in the translation.
Reason 5: The Translation Is Outdated
While the Department of Home Affairs does not specify a universal expiry date, some visa subclasses — and some state and territory governments in nomination processes — require translations to be current, typically within 12 months of the lodgement date.
In addition, some assessing bodies impose their own recency requirements for translations submitted with skills assessments.
How to Fix It
Check the specific requirements for the visa subclass and, where applicable, the state nomination or skills assessing body. If a recency requirement applies, obtain a new translation. A new translation does not require a new version of the original document — the same original can go through translation again, provided it is still current.
Reason 6: The Translation Has Scanning or Formatting Errors
Even a technically compliant translation will be rejected if the uploaded version has scanning errors — such as missing pages, blurred text, cut-off margins, or an illegible certification statement. Case officers cannot verify a translation they cannot read.
This is a common and entirely avoidable issue. It occurs when applicants scan multi-page translations in the wrong orientation, upload low-resolution images instead of PDFs, or accidentally omit pages during uploading.
How to Fix It
Before uploading any translation, check the scanned version carefully. Confirm that every page is present and in the correct order, all text is legible including the certification statement and CPN, the margins are intact, and the file is saved as a searchable PDF if possible. In short, treat the scan as a document in its own right. A rejected scan requires the same correction process as a rejected translation.
Reason 7: The Original Document Has Changed Since the Translation
If the original document has changed since you obtained the translation — for example, a new page was added to a police clearance, or a birth certificate was reissued in a corrected format — the translation may no longer match the document on file. Case officers cross-check translations against the originals.
This issue also arises when applicants submit a translation of an older version of a document alongside a newer version of the original — for example, an updated passport but a translation of the expired one.
How to Fix It
Always ensure the translation matches the version of the document you submit. If the original document has changed, obtain a new translation of the current version. Keep both the original and the translation together in your application file so cross-checking is straightforward.
What to Do If Your Translation Has Already Been Rejected
If the Department has raised a request for further information about a translation, act promptly. First, identify the specific reason — the case officer’s request will usually indicate which document is affected and why. Next, contact your translator to request a corrected or new translation. Then verify the corrected translation against the checklist before resubmitting. Finally, respond within the specified timeframe.
However, do not resubmit the same translation without changes. Case officers will identify a repeated submission, and a second rejection will delay the application further.
How Immi Translating Service Can Help
At Immi Translating Service, all translations come from current NAATI certified translators, with full certification statements, CPN numbers, dates, and signatures on every document. We produce translations to the standard the Department of Home Affairs expects.
Furthermore, if a case officer raises a query about any translation we produce, we review and correct it at no additional cost. For a reliable, compliant NAATI certified translation, contact us today. Most standard documents are ready within 24 hours.
Frequently Asked Questions
Can I use the same translator who produced the rejected translation?
Yes — provided the translator is NAATI certified and the rejection was due to a correctable error. Ask them to address the specific reason for the rejection. If the rejection was because the translator was not NAATI certified, you need a different translator.
Does a translation rejection affect my visa application outcome?
A translation rejection does not automatically result in a visa refusal. However, it delays the process. Respond promptly and provide the corrected translation within the timeframe the Department specifies.
Can I get a partial refund if my translation was rejected?
This depends on the terms and conditions of your translation provider. A reputable NAATI translation provider should review and correct any non-compliant translation — many offer this at no charge. Ask your provider about their correction policy before engaging them.
How do I avoid translation rejections in future?
The most effective way is to verify the translator’s NAATI credentials before engaging them, check the translation against a compliance checklist before lodging, and use a provider that guarantees compliance and offers free corrections if issues arise.
