For a buyer, two checks matter: whether the person signing a sworn translation has the relevant status, and whether the deliverable meets the receiving organisation’s requirements. A company’s service description alone does not answer either question.
The regulatory framework
Minister of Law Regulation No. 4 of 2025 covers the requirements and procedures for appointment, reporting, dismissal, extension and supervision of sworn translators. Article 1 defines a sworn translator as an individual with translation expertise who has been appointed, sworn in by the minister responsible for law, and registered with that ministry. Article 3 places responsibility for the correctness and quality of the translation on the sworn translator. Official regulation, Articles 1 and 3.
Article 29 repeals Minister of Law and Human Rights Regulation No. 29 of 2016 as amended by No. 4 of 2019. References presenting the 2016 regulation alone as the governing framework therefore need updating. Official regulation, Article 29.
This guide focuses on buyer checks. Applicants seeking appointment should consult the full regulation and the ministry’s current application instructions rather than use a buyer article as an eligibility checklist.
Check the individual who will sign
Ask the service provider to identify the translator responsible for the sworn deliverable and explain how their appointment and registration can be verified. Check the relevant language pair and direction, not just the presence of a certificate or a company logo.
Useful questions before accepting a quotation include:
- Who will sign the translation, and what appointment details support their status?
- Does the evidence cover the language direction required for this order?
- How can any uncertainty about their current status be resolved with the relevant authority?
- What translator identification and certification details will accompany the result?
Keep the distinction between the contracting company, the translator and the receiving institution clear. Do not infer current appointment status solely from an old document, or treat the date of an appointment letter by itself as proof that it is invalid. Ask for the applicable status to be checked.
Check the requirements for your submission
Share the receiving institution’s instructions before commissioning the work. Ask it to clarify what it means by “certified”, “sworn” or another specified format. Confirm the target language, required statement, signatures, source-document copies and delivery format.
Treat translator status and recipient acceptance as separate checks. Avoid relying on a promise that one translation format is accepted by every embassy, court or university. For overseas visa applications, use the relevant authority’s current checklist; our visa translation guide gives two specific examples.
If instructions also mention notarisation, an apostille or legalisation, confirm the required procedure and document with the receiving authority. Do not assume those steps are included in the translation order or that they can substitute for each other.
Record the agreed work
The quotation and order confirmation should identify the source documents, language pair, intended use, certification format, price and delivery deadline. This gives you a concrete record against which to check the result.
When reviewing the deliverable, compare the translator details and format with what was agreed. Raise missing pages, transcription errors or discrepancies with the provider. If an institution questions the result, ask for its reason in writing so the provider can assess whether the translation or agreed format needs correction.
For fees, payment stages and changes to scope, see the sworn translation cost guide. A quoted price is not evidence of a translator’s appointment or of acceptance by a particular institution.
Questions about translator status
Is a translation company itself a sworn translator?
The regulation’s definition concerns an individual. Ask which translator will sign the sworn deliverable rather than relying on the company’s trading name. Official regulation, Article 1.
Is a stamp enough to verify status?
Do not rely on appearance alone. Ask for the signer’s identity and supporting appointment details, and resolve any uncertainty about status or language direction before ordering.
Does every official document need a sworn translation?
Use the requirements of the receiving institution and the procedure involved. A document’s title alone is not a sufficient basis for deciding the translation format.
Discuss your document requirements
Review our Indonesian sworn document translation service or contact us with the document type, language pair, intended recipient and deadline. Include the recipient’s instructions so the service and format can be discussed before a quotation is accepted.