HR Document Translation Guide for UAE Employers

HR departments in the UAE handle documents from employees representing 200+ nationalities. Degree certificates from Indian universities, employment contracts in Tagalog, driving licenses in Cyrillic—the variety is endless. Here’s how to manage employee document translation efficiently and cost-effectively.

The Two Types of Translation: A Critical Distinction

Before requesting “legal translation” for employee documents, understand that the UAE has two distinct translation products:

Certified Translation (Agency Stamp)

• Cost: From AED 700 per document
• Authority: Translation agency letterhead with translator declaration
• Accepted by: HR departments, banks, private companies, universities, most employers
• Best for: Internal HR files, employment verification, onboarding documentation

MOJ Legal Translation (Sworn Translator)

• Cost: From AED 1,400 per document
• Authority: Ministry of Justice registered translator with judiciary seal
• Accepted by: UAE courts, government ministries, official legal proceedings
• Best for: Court submissions, government ministry filings, notarized contracts

The key insight: Most HR uses only require Certified Translation. MOJ Legal Translation is overkill (and overspending) for standard employment documentation.

Which Translation Type for Common HR Documents?

Document Type	Typical Use	Translation Needed
Degree certificates	Employment verification	Certified
Professional licenses	Credential verification	Certified
Previous employment letters	Background check	Certified
Salary certificates	Internal records	Certified
Educational transcripts	Qualification verification	Certified
Marriage certificates	Dependent benefits	Certified
Birth certificates	Dependent records	Certified
Police clearance	GDRFA visa submission	MOJ (for government)
Employment contracts (for court)	Labor dispute	MOJ
Documents for court filing	Litigation	MOJ

Rule of thumb: If the document stays in your HR files or goes to another private company, Certified Translation is sufficient. If it goes to a UAE court or government ministry, MOJ Legal Translation is required.

Building an Efficient Translation Process

Create Clear Internal Guidelines

Document which translation type is required for each employee document category. This prevents individual HR staff from defaulting to “MOJ for everything” out of caution.

Sample policy language:

“Standard employee onboarding documents (degrees, certifications, previous employment verification) require Certified Translation. MOJ Legal Translation is only required for documents being submitted to UAE courts or government ministries. When in doubt, consult with [designated person] before ordering.”

Establish Vendor Relationships

Work with a translation provider who understands HR needs:

• Volume pricing for companies processing multiple employee documents
• Fast turnaround for urgent onboarding situations
• Consistent formatting that matches your filing system
• Name verification against passport spelling (critical for HR records)

Implement Quality Checks

Before filing translated documents:

1. Verify name consistency across all employee documents
2. Check date formats are clear and unambiguous
3. Confirm stamp visibility on certified copies
4. Match document type to translation type requested

Common HR Translation Scenarios

New Employee Onboarding (Non-UAE Degree)

Situation: New hire from India needs degree verified for employment file.

What you need: Certified Translation of the degree certificate

Process:

1. Collect clear copy of degree certificate
2. Request Certified Translation (not MOJ)
3. Verify translated name matches passport
4. File in employee record

Cost: ~AED 700 (not AED 1,400+ for MOJ)

Dependent Benefits Enrollment

Situation: Employee adding spouse and children to company insurance.

What you need: Certified Translation of marriage and birth certificates

Process:

1. Collect attested certificates from employee
2. Request Certified Translations
3. Submit to insurance provider
4. File copies in employee record

Note: If these documents were already translated for visa purposes (MOJ), those translations can be used. No need to pay for new translations.

Professional License Verification

Situation: Hiring a healthcare professional who needs credential verification.

What you need: Certified Translation plus potentially MOJ for licensing body

Process:

1. Check with the specific licensing authority (DHA, DOH, MOH)
2. Some accept Certified Translation, some require MOJ
3. Order appropriate translation type
4. Submit to licensing authority

Important: Healthcare and education licensing authorities have specific requirements. Verify before ordering translations.

Labor Dispute Documentation

Situation: Employment contract needed for MOHRE complaint or court filing.

What you need: MOJ Legal Translation

Process:

1. Identify all documents being submitted to court/MOHRE
2. Request MOJ Legal Translation for each
3. Ensure documents are attested if required
4. Submit through proper legal channels

This is one case where MOJ is genuinely required.

Cost Optimization Strategies

1. Batch Processing

Collect multiple employee documents and submit together. Most providers offer volume discounts:

• 5-10 documents: 10-15% discount
• 10+ documents: 15-20% discount

2. Annual Contract Pricing

If your company processes significant document volume, negotiate annual pricing with a translation provider. This locks in rates and ensures priority service.

3. Employee Reimbursement vs. Company Processing

Decide whether employees submit their own translated documents (and get reimbursed) or company handles translation centrally:

Employee handles:

• Employee chooses provider
• Company reimburses with receipt
• Less administrative burden
• Quality may vary

Company handles:

• Consistent quality and formatting
• Better pricing through volume
• More administrative work
• Faster if using established provider

Most large companies prefer centralized processing for quality control.

4. Right-Size Your Requirements

Don’t over-specify. Common mistakes:

• Requesting MOJ when Certified is sufficient
• Requiring physical copies when digital is acceptable
• Ordering multiple copies when one is enough

Quality Indicators to Look For

When selecting a translation provider for HR documents:

Positive signs:

• Asks about intended use before quoting
• Recommends Certified Translation when appropriate (not upselling MOJ)
• Offers name verification against passport
• Provides clear, consistent formatting
• Delivers digitally for immediate use
• Maintains confidentiality of employee documents

Warning signs:

• Always recommends MOJ regardless of use case
• Cannot explain the difference between translation types
• Delivers inconsistent formatting
• Takes excessive time for simple documents
• Cannot provide certification on demand

Data Protection Considerations

Employee documents contain sensitive personal information. Ensure your translation provider:

• Maintains appropriate confidentiality agreements
• Securely handles document transmission
• Doesn’t retain documents beyond the service period
• Can provide data handling documentation if requested

Many UAE companies now include translation providers in their data processing agreements.

Building Your Internal Reference

Create a translation request template for HR staff:

TRANSLATION REQUEST FORM

Employee Name: _____________
Document Type: _____________
Purpose: [ ] Internal HR file [ ] Government submission
Translation Type Needed: [ ] Certified [ ] MOJ Legal
Special Requirements: _____________

This standardizes requests and prevents expensive mistakes.

When to Consult the Provider

Some situations warrant discussion before ordering:

• Documents with unclear text - Poor quality scans may require assessment
• Documents in unusual formats - Certificates from smaller countries
• Multi-language documents - Some certificates have multiple languages
• Historical documents - Older formats may have special requirements
• Documents with amendments - Official corrections need specific handling

A good provider will assess these situations and advise appropriately.

Getting Started

For HR teams looking to establish an efficient translation process:

1. Audit current practice - Review what you’ve been ordering and whether translation types match actual needs
2. Update internal guidelines - Document which translation type for each situation
3. Select a provider - Choose one that understands HR requirements
4. Train HR staff - Ensure everyone understands the MOJ vs. Certified distinction
5. Implement quality checks - Verify translations before filing

Questions about your company’s specific requirements? Send us your typical document types and we’ll recommend the appropriate translation approach for each.