Certified Malay-English Translation Guide (2025): Malaysian Documents for Use in Australia

Introduction

This guideline outlines the requirements and procedures for obtaining certified translations of documents originally issued in Malaysia for official use in Australia. It is intended to guide individuals and organisations on how to ensure Malaysian-issued documents (such as birth, marriage, educational, or legal certificates) are translated and certified in accordance with Australian standards. The scope covers all scenarios where a document from Malaysia, typically issued in Malay or other languages, must be presented to Australian authorities in English.

The purpose of this guideline is to ensure that translated documents are accurate, legally recognised, and accepted by Australian government bodies. By adhering to these guidelines, applicants can avoid delays or rejections due to improper translation of documents. It emphasises the importance of using qualified translators and following certification procedures so that the translated documents maintain their legal validity when submitted in Australia.

Australian Authorities Requiring Certified Translations

Various Australian institutions and government agencies require certified translations of any documents not issued in English. Key authorities include:

• Department of Home Affairs (Immigration and Citizenship) – For visa, permanent residency, and citizenship applications, all documents in Malay or other foreign languages must be translated into English by a certified translator​ (Source). This includes personal documents like birth, marriage, and divorce certificates, educational records, police clearances, etc. The Department of Home Affairs will not accept non-English documents without full English translations stamped by an accredited translator​ (Source).

• Australian Courts (Legal Proceedings) – Any evidence or official document submitted to an Australian court must be in English. If you need to present Malaysian documents (contracts, certificates, etc.) as evidence, courts require a certified English translation. Typically, a Certified Translator must translate the document and provide a certification of accuracy, often in the form of an affidavit affirming the translation is true and attaching their credentials​ (Source). This ensures the court can rely on the translation as if it were the original text.

• Educational Institutions and Professional Bodies – Universities, colleges, and professional accreditation agencies in Australia will ask for certified translations of academic transcripts, diplomas, or professional certificates issued in Malaysia. For example, Australian universities only accept translations done by NAATI-accredited translators or other recognised authorities​ (Source). Academic qualifications or license documents in Malay must be accompanied by an official English translation so they can be assessed for admissions, credential recognition, or professional registration.

• Births, Deaths and Marriages Registries – If you are using a Malaysian civil document (such as a birth certificate or marriage certificate) for an official registration in Australia, the registry will require an English translation by an accredited translator. Australian BDM offices specify that any document not in English must be accompanied by a translation from a nationally accredited translation authority (Source). This applies to situations like registering an overseas marriage, recording an overseas birth, or legally changing your name using an overseas document.

• Other Government Agencies – Many other agencies will require certified translations for foreign documents: for instance, the Australian Passport Office demands that any supporting documents in a foreign language (submitted for passport applications) be translated in full by an approved translation service​ (Source). Likewise, state motor vehicle authorities require official translations of overseas driver’s licences for license conversion; they typically accept translations done by approved translation services​ (Source). In general, any Australian federal or state agency will insist on English translations of Malaysian documents before recognizing them officially.

Translation Certification Requirements in Australia

To be accepted by Australian authorities, the translated documents must meet certain certification standards. The key requirements include:

• Accuracy and Completeness: The translation must faithfully represent all content of the original Malaysian document with nothing omitted or summarised. Australian authorities do not accept partial or abridged translations​ (Source). Every element of the text (names, dates, stamps, seals, etc.) should be translated or noted. The translator typically provides a signed statement certifying that the translation is a “true and accurate” rendition of the original​ (Source), underscoring the high standard of accuracy required.

• Format and Presentation: The certified translation should mirror the format of the original document as closely as possible so that it can be easily compared side-by-side with the source. This means preserving the document’s structure and capturing all visible markings. All text on the original, including official stamps, seals, headings, and signatures, should be either translated or indicated in the translation​ (Source). Translators often denote stamps or logos in brackets (for example, “[Round stamp of Malaysian Ministry of Education]”) and translate any words within those seals. The layout of the translation should follow the original (for instance, if the original is a form or table, the translation should reflect that structure). Maintaining a clear format that matches the original helps Australian officials understand the document and see that nothing has been left out. Finally, the translation must be clearly identified as a certified translation, usually with the translator’s certification statement, signature, and credentials included at the end.

Process & Guidelines for Obtaining a Certified Translation

Individuals who need to obtain a certified translation of a Malaysian document for use in Australia should follow these steps to ensure the translation is done correctly and meets all requirements:

1. Determine if Translation is Needed: First, assess whether your Malaysian document requires translation. In general, any document in Malay or other non-English languages will need to be translated into English for use in Australia, since English is the official language of Australia​. However, one exception is if your Malaysian document is bilingual or multilingual and one of the languages is English – in such cases, a separate translation may not be needed​ (Source)*. That said, to avoid delays, it is safest to prepare an English-only version.

* Exception: If your Malaysian document was originally issued in English, a separate translation is not needed. For example, some Malaysian educational certificates or legal documents might already be in English – these can be used as-is. Always check the language: if any crucial part of the document (names, dates, particulars) is not in English, plan to translate.

2. Choose an Approved Translation Provider: Identify a qualified service or individual to translate and certify the document. For documents issued in Malaysia, you have a few options:

• Institut Terjemahan & Buku Malaysia (ITBM): Formerly known as the Malaysian National Institute of Translation (ITNM), established based on the approval of a cabinet meeting in 1992 following a memorandum from the Minister of Education. As a limited company, its share capital is wholly owned by the Ministry of Finance and its administration is managed by the Ministry of Education (Source). According to the Australian High Commission in Malaysia, ITBM’s Certified Translation is accepted for use in Australia (Source).

• Malaysian Translators Association (MTA): a voluntary professional body established under the auspices of Dewan Bahasa dan Pustaka (DBP), is the sole Malaysian member of the International Federation of Translators (FIT), an international organisation which has consultative status with UNESCO (Source). DBP is established based on the Dewan Bahasa dan Pustaka Act 1959 and its administration is managed by the Ministry of Education (Source). According to the Australian High Commission in Malaysia, MTA’s Certified Translation is accepted for use in Australia (Source).

• National Accreditation Authority for Translators and Interpreters (NAATI): the only organisation in Australia to issue professional credentials, or certification, to translators and interpreters. The members of NAATI are the nine ministers who are responsible for multicultural affairs and/or citizenship in the Commonwealth, State and Territory governments (Source).

3. Arrange Further Attestation If Required: If an additional notarisation or attestation is needed, arrange that at this stage. For example, if your authority, an Australian bank for example, specifically asked for a notary-certified translation, you would take the translated document to a Notary Public who will witness the translator’s declaration. Or, if required, you might get the Malaysian High Commission in Australia to stamp/attest the translation.

Reasons for Choosing MYLegalTrans

MYLegalTrans’ team consists of Certified Translators, Notaries Public based in Australia and Malaysia, as well as authorised representatives at the Ministry of Foreign Affairs, Malaysia. We can provide Certified, Notarised or Attested Translations for documents issued in Malaysia to be used by most organisations established by the Australian government or located in Australia, including:

• Department of Home Affairs, Australia; 

• High Commission of Australia in Malaysia (Consular Section);

• High Commission of Malaysia in Australia (Consular Section);

• Births, Deaths and Marriages Registries, Australia;

• Australian courts;

• Australian Passport Office; 

• Australian banks or banks with a presence in Australia;

• Australian universities; and

• Professional bodies in Australia, e.g. AHPRA.

For more information, feel free to reach out to Zhihan Chew @ +60172279378 / zhihanc@mylegaltrans.com.