Blogs

Legal translation services are critical in ensuring equal access to justice for individuals with limited English proficiency (LEP), as well as for organizations operating across jurisdictions, languages, and cultures. From government agencies and law firms to healthcare systems and nonprofits, many industries rely on accurate, certified translations of legal documents to stay compliant and protect all parties involved. Translation services are valuable to many different industries, regardless of whether they are regulated and required or not. Some industries don’t have regulated requirements for translation, but benefit from it all the same. Legal translation improves accuracy throughout legal proceedings, protects civil rights, and supports fair representation. It can benefit all parties involved in a court case and help make the legal system more accessible to those who may need it. Table of Contents What Is Legal Translation? Who Needs Legal Translation Services? What documents are involved in legal translation? What services are needed for legal translation? Who Is Required to Provide Legal Translation Services? Benefits of Professional Legal Translation Frequently Asked Questions About Legal Translation Ensuring Appropriate Legal Translation Legal translation is the process of converting legal documents, or interpreting for spoken language, from one language to another with high accuracy, preserving meaning, formatting, legal terminology, and tone. This includes both document translation and interpretation services, depending on the setting. There are many different parts of the legal process that benefit from professional legal translation services. If you’re in the process of discovery, having documents translated by a qualified, certified legal translator can help to make the documents more accessible if you wish to submit them as evidence. In a hearing, having an interpreter can be necessary if the defendant, prosecutor, or any other involved party is Limited English Proficient (LEP). There are many other documents, like a will or power of attorney, that benefit from legal translation as well. Legal translation should not be confused with general translation—legal language is highly technical, jurisdiction-specific, and full of nuanced terminology that requires trained human translators. Legal translation isn’t just for law firms, it’s also essential for: Any organization working with contracts, compliance, or litigation should consider legal translation a necessity, not a luxury. While each legal proceeding has its own requirements, there are many types of documents commonly translated in support of court cases and legal processes. These include:  Each of these documents requires accurate translation that reflects not just language, but also jurisdiction-specific legal standards. Beyond document translation, the legal industry benefits from a range of legal language services, including: Machine translation tools may be useful in casual settings, but they’re unsuitable for legal use due to a lack of confidentiality, accuracy, and contextual understanding. While not every organization is legally obligated to provide translations, many are, especially when federal funding is involved. Under Title VI of the Civil Rights Act, any agency receiving federal funding (including courts, schools, and hospitals) must ensure meaningful access to information for LEP populations. Other legal frameworks include: Failing to provide accurate translations can result in legal liability, civil rights violations, and loss of public trust. Learn more about why language access is a civil right. Certified legal translators bring linguistic fluency, cultural understanding, and legal expertise to every project—something machine translation alone simply can’t do. Legal translation refers to the translation of documents and oral communication involving legal language, contracts, court procedures, and laws across different target languages. It must be precise and is often performed by certified professionals familiar with both legal systems and professional translation services. Yes. Certified translations are often required for immigration forms such as immigrant housing assistance documents, court filings, or official contracts. A signed certificate of accuracy ensures the translation meets legal standards. No. Machine translation lacks the accuracy, confidentiality, and cultural nuance required for legal documents, risking the integrity and outcome of a legal proceeding. Always use a professional human translator for anything involving legal, compliance, or regulatory contexts. Courts and public agencies receiving federal funds are often required under Title VI and Executive Order 13166 to provide language access services for LEP individuals. This may include interpretation and translation of forms, notices, signage, and records. In the U.S., commonly requested languages include Spanish, Chinese, Arabic, Russian, Vietnamese, Korean, Portuguese, and Tagalog, though needs vary by region and case. Work with a Language Service Provider (LSP) like Avantpage that offers secure, encrypted systems and has experience with HIPAA, FERPA, and legal confidentiality standards. Translation involves converting written text, while interpretation refers to converting spoken language in real-time. Both require specialized skills in legal terminology and cultural fluency. To be sure that your legal documents are accurately and appropriately translated, you need to use subject matter experts as translators. Your legal translation projects should be handled by certified, qualified translators who have experience in the legal industry.  At Avantpage, we provide accurate, certified, and compliant legal translations in over 150 languages. Our translators are legal subject matter experts who meet strict confidentiality and formatting standards. Call us at (530) 750-2040 or request a quote to get started today.

Language Service Providers (LSPs) offer a wide variety of services, with interpretation and translation being two of the most frequently requested language services. While they share a common goal, the difference between translators and interpreters matter significantly in execution, skillset, and application. In this guide, we’ll walk through the difference between interpretation and translation, how to understand which service is needed for your project at hand,and why both matter in industries like healthcare, government, and legal proceedings. Table of Contents How to Differentiate Between Interpretation and Translation What Does an Interpreter Do? What Does a Translator Do? Do you need interpretation and translation? Why The Difference Matters in Regulated Industries Frequently Asked Questions About the Difference Between Translator and Interpreter Need Help With Interpretation or Translation? When people hear the words “translator” and “interpreter,” they often assume the two roles are interchangeable — but they serve very different functions. Understanding the difference between a translator and an interpreter is especially important in fields like healthcare, law, education, and government, where communication accuracy can impact lives, rights, and outcomes. The main difference between a translator and interpreter lies in the medium and timing of the communication: Interpretation is informally defined as “the facilitation of spoken or signed language communication between users of different languages.” Interpretation uses a qualified and certified interpreter to transform verbal or signed language (the source language) into a different verbal or signed language (the target language). There are several major types of interpreting: Interpreters must think on their feet, maintain confidentiality, and adapt to cultural nuance and tone in real-time. Explore interpreter services with Avantpage or learn about the differences between on-site interpreters vs. remote services. Translation is defined as “communication of the original meaning from one language (the source) to another language (the target). Translation refers to written information.” Translation is less about ensuring the exact words are translated and more about ensuring the original tone and intent of the original document are effectively translated into the target language. Translation is only used in written circumstances. Certified translators are typically used when legal validity, regulatory compliance, or public accessibility is a concern. They often work with tools like translation memory or glossaries to ensure consistency. Discover translation services with Avantpage. Whether you need an interpreter vs. translator, or both is dependent on your organization’s language access goals. If you’re working with a language that doesn’t have a written equivalent, like sign language or certain Indigenous languages, you’ll need to work with an interpreter rather than a translator. Interpretation and translation are both highly regulated for different industries as well, which affects what language services your organization needs. If you’re in the healthcare field, for example, you’ll need both interpreters and translators at your disposal. Elections also require similar accessibility to both interpreters and translators. Use a translator when: Use an interpreter when: Pro tip: Most organizations need both. For example, a school may translate report cards and policies, but also interpret during parent-teacher conferences. In fields like healthcare, government, elections, legal services, and education, miscommunication can have serious consequences. Here's why choosing the right service matters: The core difference is medium and timing: translators work with written language and interpreters work with spoken word or signed language, often in real time. Yes, but it's rare. Each role requires different skillsets and certifications. Some professionals may be trained in both, but most specialize. It depends on the context. Interpretation is often charged by the hour or minute, while translation is charged by the word or page. Real-time, on the spot needs (like medical interpreters or courtroom services) may drive up cost for interpreters. Under laws like Title VI, ADA, and Section 1557 of the ACA, organizations receiving federal funds (like hospitals and schools) must provide interpreters for individuals with LEP. Yes. Tools like OPI and VRI are effective, fast, and secure—especially when provided by vetted professionals trained in medical, legal, or educational terminology. Learn more about the differences between OPI vs. VRI interpretation services. Being bilingual doesn’t equal being trained to facilitate an interpretation or translation. Professional interpreters and translators are skilled in terminology, ethics, cultural competence, and confidentiality. Avantpage has provided professional interpretation and translation services for nearly 30 years, helping healthcare systems, school districts, election agencies, and government organizations deliver equitable access to multilingual communities. Whether you need a certified legal translator, on-demand interpreter, or a full language access plan, we’re here to help. Call us at (530) 750-2040 or request a free quote today.

Health insurance providers have to work with extremely tight timelines to ensure that patients receive communications and letters about their plans in a timely fashion. To stay compliant with local and federal regulations, healthcare organizations need access to fast, reliable multilingual translations. That’s where specialized same-day document translation services come in. In this article, we’ll explore the critical role regulatory compliance plays in document translation for organizations in the medical field, along with a step-by-step look at how Avantpage delivers same-day document translation services. Table of Contents - Why Do Health Insurance Providers Need to Enhance Their Accessibility Standards? - Benefits of Same-Day Document Translation for Health Insurance Providers - Our Document Translation Process - Step 1: Receive the Project - Step 2: Pre-process the document and assign linguists - Step 3: Translation Process - Step 4: Printing and mailing - Step 5: Delivery - Frequently Asked Questions About Same-Day Document Translation in Healthcare  - Summary Since California’s Department of Health Care Services issued APL 21-011 in 2022, California’s Medi-Cal managed health care plans have had to issue notice of action (NOA) letters and notice of appeal resolution (NAR) letters to patients in their preferred language (or preferred alternative format such as braille or large print) within a 72-hour timeframe. When mailing these communications to patients with limited English proficiency (LEP), this means the content must be translated, printed, mailed, and received within just three days. Now, due to changes by the Centers for Medicare & Medicaid Services, this requirement is expanding out of California and will be standard across the nation. The 72-hour requirement aims to reduce delays in patient care, which can be detrimental to a patient’s overall health outcome. Still, this is a pretty tight timeframe to work within, and it may seem like the translation process would slow things down. But it doesn’t have to be that way. At Avantpage, we’ve been working with California healthcare organizations since this regulation was first introduced in 2022 to develop a finely tuned process that ensures patients with LEP or disabilities receive translated/alternatively formatted letters well within the 72-hour timeframe. In the first year alone, we managed to translate 17,000 member letters. We can handle everything from translating letters to actually printing and mailing them — all while maintaining compliance with HIPAA and the requirements outlined in new regulations surrounding APLs. Same-day document translation services enable health insurance providers to meet urgent deadlines, maintain regulatory compliance, and communicate effectively with diverse member populations. By partnering with a professional translation service, health plans can streamline operations and improve member satisfaction. The main benefits of professional translation services include: Learn how one of the nation’s leading health plan providers committed to language accessibility with same-day translations. At Avantpage, we understand why same-day document translation is crucial for organizations and patients. Government regulations are constantly changing to help close health equity gaps, especially for individuals with limited English proficiency. Sometimes these changes happen abruptly, requiring your organization to quickly deliver new or updated materials, often in additional languages. If your organization is not compliant, you may face serious consequences. That’s why working with a professional language service provider is so important. Listed below are the steps we follow for our translation to print and mail services. The translation process outline shows how we translate member letters and other important healthcare communications in rushed timeframes without sacrificing the quality of your communication.  Our clock starts ticking as soon as you send us the content you need translated. Along with the letter you need translated, you’ll also need to give us various project specifications for the project so that we can complete it in a timely fashion — that includes things like turnaround time, target language, etc. Once we receive a document and project specifications, we get right to work. The vast majority of our translations are printed and mailed out within seven to eight hours. Once we’ve got the content and project specifications, we run the document through AvantShield, our proprietary patient health information (PHI) masking software. This preprocessing step is absolutely ensuring that our translations are HIPAA compliant; during this step, we remove all PHI from the document so that this data remains safe and secure. After processing the document through AvantShield, we assign the project to a team of linguists to begin the translation process. In assigning linguists to a project, we take into account several factors—availability, linguist qualifications, location and HIPAA requirements. Once the team has been assigned to your project, we’ll begin with the translation steps. The linguist team will first translate the content into the target language, edit it to ensure accuracy and readability, and review it to make sure that there are no typographical errors. After the review step is done, we’ll make sure to put the PHI back into the document. We save this step for last in order to keep patient data secure and ensure HIPAA compliance. Our in-house quality assurance (QA) team, who runs further QA checks and gives the final stamp of approval on each translation. Our extensive QA procedures allow you to rest easy knowing that we’re delivering the most accurate and high-quality translation possible. By the eighth hour, your letter is translated and ready to go. At this stage, we’ll work closely with one of our highly vetted printers to ensure that your documents are printed and mailed in a timely fashion. We’ll send the document directly to the printer, so you don’t have to worry about handling the logistics of printing and mailing these letters yourself. Once the document is printed, the printer will package and mail the letter to the patient. By Hour 8, your letter should be in the mail carrier and ready for delivery. We allow the most time for this final period, since the delivery process is entirely manual. Because we complete the translation and quality steps so early on in the process, we have a little bit of leeway in case there are any delays in the postal system. Altogether, this process allows your patients to receive their communications in their preferred language in a timely fashion. This reduces the chance of delays in patient care, in turn, improving their health outcomes. It depends. With same-day document translation to print and mail, work begins the day your health plan materials are received. Certified translation services include essential steps such as human translation, proofreading, and formatting to ensure accuracy. After quality assurance checks are completed, the document is printed and mailed. This fast turnaround allows health insurance providers to stay compliant with regulatory deadlines without compromising the quality of care communications. For projects delivered digitally without print and mail, turnaround times can be even faster. In healthcare settings, especially for health insurance plans, notarized translations are generally not required unless explicitly requested by a legal or regulatory body. However, Avantpage offers a certificate of translation upon request, verifying the document was translated by expert translators and meets professional translation standards, sufficient for most compliance requirements. If you need to work with a notary or require official use documentation, let us know, and we will work with you to get you what you need. Same-day translation services are essential for health plans, managed care organizations, government health agencies, and providers that must meet urgent communication requirements. For example, under CMS guidelines, Medi-Cal, or state-specific mandates, insurance plans are required to provide timely, multilingual communication to members with limited English proficiency (LEP). These stakeholders rely on healthcare translation services to meet tight timelines and reduce delays in care. Health plans often need notice of action (NOA) letters, appeal resolution notices (NARs), eligibility letters, medical records, and compliance notices translated quickly. Each document must undergo accurate translation with quick turnaround to ensure timely delivery and member understanding. Avantpage uses human translators who specialize in healthcare translations, terminology, and regulatory language. Every document goes through multiple layers of proofreading and a strict quality assurance process. This ensures the final product is an accurate translation that meets HIPAA and CMS compliance standards. Yes. Avantpage offers hard copies through our integrated print-and-mail service. After translation, your documents are professionally printed and shipped directly to members. This is particularly important for health plans serving individuals who need physical copies in alternative formats such as large print, braille, or translated languages. Unlike general translation agencies, Avantpage specializes in health insurance and government healthcare programs. Our focus on urgent translation, HIPAA compliance, and multilingual accessibility ensures your organization stays aligned with evolving regulatory standards. You’ll also benefit from dedicated customer support at every step of the process—from initial intake to final delivery. Contact us at [email protected] or call (530) 750-2040. Share your translation needs, including the type of document, required turnaround, and target language, and we’ll respond promptly with pricing and timelines. We’re here to help you meet your deadlines with confidence. Yes. While primarily serving health insurance organizations, Avantpage also provides services for related legal documents, including birth certificates, marriage certificates, and other personal records that may be required for eligibility verification or dependent enrollment. These documents are handled with the same level of certified accuracy, subject to proofreading and compliance review, ensuring they meet both healthcare and legal standards. We do. Avantpage offers fast translation solutions for healthcare clients supporting members with USCIS applications or immigration-related health services. Whether it's medical records, identity verification, or coverage documents needed for immigration proceedings, our services ensure accurate, certified translations with a fast turnaround, so nothing delays access to care or legal processing. At Avantpage, we’ve been working with health insurance providers to make sure their clients receive information about their health plans in their preferred language as quick as possible, without sacrificing on translation quality. We’ve developed a fine-tuned process to ensure that translated letters reach patients’ mailboxes in 72 hours or less—here’s how it works: Looking to learn more about how we can help you deliver letters to patients in 72 hours or less? Contact us today at [email protected] or (530) 750-2040.