When you order a translation of an official document, you may be asked whether you want a full translation or an extract. The difference matters: the wrong choice can mean your document is rejected and you have to order again. Here is how the two compare and how to decide.
What is a full translation?
A full translation renders the entire document into English. That includes every heading, field, note, stamp, seal and signature block, laid out to follow the original as closely as practical. Nothing is summarised or left out. The reader sees everything the original says, in the same order.
What is an extract translation?
An extract translation (sometimes called a summary or extract summary) captures the essential information from a document, such as names, dates, places and registration numbers, without translating it word for word. Government translation services use this format for many standard personal documents:
- Service NSW describes its standard document translations, provided through Multicultural NSW, as an extract that "will not be word for word" but contains the essential information.
- The Free Translating Service run by TIS National provides most translations as an extract summary of up to 100 words, which it says is suitable for the majority of official purposes in Australia.
When an extract is usually enough
Extracts are typically used for short, standard personal documents where the key details fit on a simple form, such as:
- birth, marriage and death certificates
- driver's licences
- identity documents
Even for these documents, acceptance depends on the organisation receiving the translation. Official guidance on extracts is not always spelled out, so if the requirements do not say, ask the receiving authority before you order.
When a full translation is required
Some authorities clearly state they will not accept extracts:
- Ahpra (health practitioner registration) will not accept extract translations of degrees, diplomas, certificates and transcripts. A full translation is required.
- TIS National's Free Translating Service will provide a full translation when you show evidence it is needed, such as a letter, email or official web page from the authority. This tells you that some organisations do require full translations.
Full translations are also the safer choice for documents where the detail itself matters, for example:
- academic transcripts and qualifications
- medical records and reports
- court documents, divorce orders and legal agreements
- police certificates with notes or conditions
- any document with important handwritten annotations or stamps
Questions to ask before you order
- Does the authority's website or letter say "full translation", "complete translation" or "translation of the entire document"?
- Will someone need to read the detail, not just confirm names and dates?
- Is the document long or non-standard?
- Are you using the translation for more than one purpose?
If you answer yes to any of these, a full translation is the better choice.
How the price compares
Because an extract covers less text, it usually costs less. At Espoken, at the time of writing:
- an extract translation is $59 per document
- a full translation starts from $79 for the first page
Both prices include GST, and both are NAATI certified translations. Longer or more complex documents cost more for a full translation, so we will confirm the price after seeing your document.
Our recommendation
If you are certain the receiving authority accepts extracts for your document, an extract can save you money. If you are not sure, choose a full translation. The extra cost is small compared to a rejected application, a delay, or paying for a second translation.
A full translation is also more flexible. If you expect to use the same document for several purposes, such as a visa, a job application and a university enrolment, ordering one full translation can save you from having to order again later.
Espoken can provide both extract and full NAATI certified translations, and can help you work out which one your situation calls for.
General information only, current at the time of writing. Always check the official source for your situation.