Document translation — legal requirements and office practice
Vehicle registration procedures for cars imported from EU countries have been simplified in theory, but in practice it is the official at the specific Vehicle Registration Office who makes the final decision on accepting documentation. Missing required translations or errors in ownership documents can block your case at the counter.
1. When is a sworn translation absolutely required?
A sworn translation (performed by a translator entered on the list of the Ministry of Justice) is required in the following cases:
- Vehicles imported from outside the European Union/EFTA: All documents for cars from Switzerland, the USA, the United Kingdom, Canada or Norway must be fully translated into Polish.
- Purchase contract or invoice in a foreign language: If the vehicle ownership document was drawn up only in a foreign language (e.g. German or English), the office requires a sworn translation (only contracts drawn up immediately in a bilingual version are exempt).
- Relocation goods: The regulations impose an absolute obligation to provide complete sworn translations of documents when applying for excise duty exemption due to relocation.
- Atypical annotations and technical documents: Any handwritten entries, descriptions of structural changes, official decisions or technical inspection certificates without EU harmonised codes.
2. Translating a foreign registration certificate from the EU — decision of the Vehicle Registration Office
EU and national regulations state that harmonised registration certificates from EU member states (containing code markings from A to Y) are not subject to the translation obligation.
In practice, however, the specific Vehicle Registration Office (and the particular official) decides whether to request a translation of the foreign certificate. Offices often require translations of official annotations, deregistration stamps or technical entries contained in the certificate, which is why it is worth checking the requirements of the local office before submitting the application.
3. Most common translation mistakes
A minor oversight in translating an ownership document can result in the office refusing to accept the application. The most common mistakes are:
- Typos in the VIN or personal data: A mismatch of one letter or digit between the translation and the source document disqualifies the application.
- Omission of annotations or stamps: A sworn translator is obliged to translate the entire content of the document, including seals and small print.
- Lack of translator's credentials: Offices only accept translations bearing the official seal and signature of a sworn translator.
4. Translations and formalities at the Tax Office
For standard excise duty notifications for passenger cars (AKC-US) and applications for certificates for trucks/vans (WZBO), there is no requirement to attach sworn translations — the Tax Office accepts documents in the source language. Translations are, however, absolutely required in the relocation goods procedure, which directly results from the regulations governing this exemption.
Why is it worth ordering translations and registration in one place?
Instead of looking for a sworn translator separately and wondering what the official at the counter will require, you can hand over the complete set of documents to specialists.
By entrusting the formalities to our company, you gain:
- Fast turnaround time: Express sworn translations from German, English, French, Italian and other languages.
- Document verification: We check the completeness of papers against the requirements of your Vehicle Registration Office.
- Comprehensive online service: You send us the documents and we take care of translations, excise duty and registration at the office.
Do you have questions about your documents? Contact us via WhatsApp or by phone — we will analyse the paperwork and tell you exactly what will be needed!