SpanTran Translation Requirements
In-House vs External Translation | Document Verification | Sealed Envelope Rules | Submission Guide
SpanTran (The Evaluation Company) requires certified English translations that are complete, word-for-word, and include a Certificate of Accuracy. SpanTran also offers in-house translation, but an external certified translation costs less and can be reused for other institutions.
Reviewed by Elena Sokolova
Senior Academic Credential Translation Strategist
“The SpanTran translation decision is straightforward. If SpanTran is the only institution that will ever see the translated file, in-house translation works. If your school, employer, or USCIS will also need it, an external certified translation costs less and covers everyone.”
Translate for SpanTran: The Evaluation Company
What document do you need translated?
SpanTran Translation Requirements: What The Evaluation Company Expects
SpanTran requires that all non-English academic documents be accompanied by a certified English translation before the evaluation can be processed. The translation must be complete, word-for-word, and preserve the original document structure. Every visible element on the original — course titles, grades, institutional names, seals, stamps, signatures, and notes — must appear in the English version exactly as issued.
Unlike ECE, which allows self-prepared translations, SpanTran expects translations to come from a professional translation provider or through SpanTran's own in-house translation service. The translation must include a signed translator's statement of accuracy in English, including the translator's name and the date. Translators should not convert grades or GPA — SpanTran evaluators perform the U.S. equivalency assessment in the evaluation report.
SpanTran is a NACES member agency, which means its translation standards are consistent with the baseline expectations across all NACES members. A certified translation formatted for SpanTran will also satisfy WES, ECE, and every other NACES member without modification.
SpanTran requires your certified translation to include:
- Complete word-for-word translation of every visible element on the original document
- Signed translator statement of accuracy in English with translator name and date
- Original grading scales, degree titles, and academic terminology preserved exactly
- All seals, stamps, signatures, logos, and institutional markings translated or described
- Document layout that mirrors the structure of the original
Official Callouts
SpanTran translation standard
SpanTran requires complete, word-for-word certified English translations with a signed translator statement of accuracy. All seals, stamps, signatures, and notes must be translated.
SpanTran rebrand note
SpanTran has rebranded to The Evaluation Company (TEC). The website is now evalcompany.com. Services and requirements remain the same.
No grade conversion
Translators must preserve original grading scales and degree titles exactly. SpanTran evaluators provide the U.S. equivalency in the evaluation report.
SpanTran In-House Translation vs External Certified Translation
SpanTran offers in-house translation as a convenience add-on during the application process. The fee varies by language and document complexity. While this removes one step from the evaluation workflow, it comes with practical limitations that matter if you need the translation for anything beyond the SpanTran evaluation itself.
SpanTran in-house translation is designed for the evaluation process. The translated output is typically not provided as a standalone certified document that you can submit to a university admissions office, USCIS, court, or licensing board. If any institution besides SpanTran needs a translated copy of your academic records, you would need a separate translation anyway.
An external certified translation from a professional provider produces a standalone document with a signed Certificate of Accuracy. This single file satisfies SpanTran plus every other institution that accepts certified translation: WES, ECE, USCIS, universities, courts, and licensing boards. For most applicants, the external option is less expensive than SpanTran in-house pricing and solves more problems with one purchase.
Standard Requirements
- Mirror the original document layout — tables, columns, page order
- Translate every visible element: seals, stamps, signatures, diacritics, and margin notes
- Keep the original grading scale exactly as issued (no GPA conversion)
- Include a signed Certificate of Accuracy with translator name, date, and credentials
- Submit as clear, legible, typed English text — not handwritten or low-quality scans
SpanTran in-house translation vs external certified translation
This comparison helps you decide which translation path fits your situation. The right choice depends on who else needs the translated document beyond SpanTran.
| Option | Cost | Who it serves |
|---|---|---|
| SpanTran in-house translation | Varies by language and document complexity (typically $50–$150+) | SpanTran evaluation only. Not typically provided as a standalone certified document for other institutions. |
| External certified translation | $24.95/page (typically $49.90–$99.80 for a 2–4 page academic set) | SpanTran, WES, ECE, USCIS, universities, courts, and licensing boards. One translation covers every receiver. Includes signed Certificate of Accuracy. |
If your evaluation is going to SpanTran and nobody else, in-house translation can work. If any other institution also needs the translated document, external certified translation is the more cost-effective single-step option.
How to Submit Your Translation to SpanTran
SpanTran uses a scan-first workflow: you upload scanned copies to start the process, then arrange for official documents to arrive separately. Getting the sequence right avoids the most common delay — the evaluation waiting for official verification while your scans sit in the system.
Complete the online application at evalcompany.com
Fill out the application with your personal and educational details. Select the evaluation type your receiving institution requires: Document-by-Document or Course-by-Course. The application takes approximately 5–10 minutes.
Upload scanned copies of your academic documents and photo ID
Upload clear scans of your transcripts, diplomas, degree certificates, and a government-issued photo ID. These scans start the intake process but are not sufficient for the final evaluation — official verification is still required.
Submit your certified English translation
Either upload an existing certified translation with your scanned documents, or purchase SpanTran in-house translation. If using an external translation, ensure it includes a signed Certificate of Accuracy and covers every page of the original academic record.
Arrange for official document verification
Choose between two verification methods. Option 1: have your educational institution send official documents directly to SpanTran in a sealed institutional envelope by mail or email from the registrar. Documents sent by the applicant, even in a sealed envelope, are considered unofficial. Option 2: purchase SpanTran Document Verification Service (DVS) for an additional fee ($75–$120 depending on country), and SpanTran contacts your institution directly.
Track processing and receive your evaluation report
Standard processing takes up to 15 business days after all documents and official verification are received. Rush service is available at $270 for 5 business days or $420 for 2 business days. Track your case status online using the case number provided after application.
Timeline
- Standard SpanTran processing: up to 15 business days after all documents received
- Rush 5-day: $270 additional
- Rush 2-day: $420 additional
- Document Verification Service timeline: varies by country and institution responsiveness
- Our certified translation: about 24 hours for standard academic records
Pro Tip
Have your certified translation ready before you start the SpanTran application. Upload the translation together with your scanned academic documents so SpanTran can begin review immediately once official verification clears. This avoids the most common delay: evaluation paused while waiting for a translation that should have been submitted upfront.
Why SpanTran Rejects Translations — and How to Avoid It
SpanTran rejection patterns resemble other NACES member agencies but have specific quirks related to their scan-first workflow and strict sealed envelope rules. Most problems come from document completeness issues, not translation quality.
1Documents sent by applicant treated as unofficial
What happens
SpanTran does not process the evaluation because the documents are not considered officially verified.
Why it happens
Applicants mail their own copies in an envelope, even a sealed one. SpanTran requires documents to come directly from the issuing institution, with the sender address clearly identifying the school.
How we prevent it
We include document routing guidance in our pre-delivery notes. If your institution cannot send directly, we recommend purchasing SpanTran Document Verification Service.
2Translation missing Certificate of Accuracy
What happens
SpanTran requests a certified translation before proceeding with the evaluation.
Why it happens
Self-prepared translations or translations without a signed translator statement do not meet SpanTran certification requirements.
How we prevent it
Every translation we deliver includes a signed Certificate of Accuracy with translator credentials, name, date, and contact information.
3Grade or degree-title conversion in the translation
What happens
SpanTran evaluators flag the translation because the academic meaning has been altered by the translator.
Why it happens
Translators convert percentages to U.S. GPA or rewrite degree titles into American equivalents, which is the evaluator's job.
How we prevent it
We preserve original grading systems and degree titles exactly as they appear on the source document. SpanTran evaluators provide the equivalency opinion.
4Incomplete document set — diploma without transcript
What happens
SpanTran cannot complete the evaluation because the credential record is missing a component.
Why it happens
Applicants submit only the diploma or only the transcript, not realizing SpanTran typically needs both for a completed credential.
How we prevent it
We review the expected document set for the evaluation type and translate the complete academic record: transcript, diploma, degree certificate, and supplement if applicable.
5Low-quality scans that do not match the translation
What happens
SpanTran intake cannot match the scanned original to the translated file, causing processing delays.
Why it happens
Applicants upload blurry or partial scans during the online application, and the translation was done from a better copy.
How we prevent it
We recommend using the same high-quality scan for both the SpanTran upload and the translation source, so the page counts and element positions match exactly.
Translation Cost for SpanTran Submission
SpanTran submission involves translation cost plus the evaluation fee, and optionally the Document Verification Service fee. Understanding all three together helps you budget accurately and choose between SpanTran in-house translation and an external certified translation.
Certified Translation
Starting Rate
Typical Total (Most SpanTran-bound academic sets: 2 to 4 pages)
$59.90–$119.80
Pay only after you review the quote
Institution / WES Specific Fees
Typical Subtotals
- • SpanTran fees are subject to change. Verify current pricing at evalcompany.com before ordering.
- • External certified translation is typically less expensive than SpanTran in-house pricing and produces a reusable document.
- • Review current translation pricing at /pricing before placing the order.
Common Questions About SpanTran Translation Requirements
Does SpanTran accept certified translation from external providers?
Yes. SpanTran (The Evaluation Company) accepts certified English translations from any professional translation provider. The translation must be complete, word-for-word, and include a signed Certificate of Accuracy with the translator's name and date. You upload the translation together with your scanned academic documents during the online application.
What is the difference between SpanTran and The Evaluation Company?
They are the same organization. SpanTran rebranded to The Evaluation Company (TEC). The website moved from spantran.com to evalcompany.com. All services, evaluation standards, and NACES membership remain the same. Both names are still commonly used in searches and by institutions.
Should I use SpanTran in-house translation or an external certified translation?
SpanTran in-house translation is a convenience add-on with variable pricing by language. It is designed for the SpanTran evaluation process and not typically provided as a standalone certified document. If SpanTran is the only institution that needs the translated file, in-house translation can work. If your school, employer, USCIS, or any other institution also needs a translated copy, an external certified translation at $24.95 per page is typically less expensive and produces a reusable document that satisfies every receiver.
What format does SpanTran require for translated documents?
SpanTran requires translations to be complete, word-for-word, and structured to follow the original document layout. All seals, stamps, signatures, and notes must be translated. The translation must include a signed translator statement of accuracy. Original grading scales must be preserved — do not convert grades to U.S. equivalents, as SpanTran evaluators provide the equivalency in the evaluation report.
What is SpanTran Document Verification Service?
The Document Verification Service (DVS) is an optional add-on where SpanTran contacts your educational institution directly to verify your academic documents. This replaces the requirement for the institution to send sealed envelopes to SpanTran. Fees vary by country: Mexico approximately $75, Canada and UK approximately $85, Russia, Ukraine, and various African countries approximately $120. DVS is useful when your institution is slow to respond or cannot easily send sealed documents internationally.
How long does SpanTran take to process an evaluation?
Standard SpanTran processing takes up to 15 business days after all documents, official verification, and translations are received. Rush service is available at $270 for 5 business days or $420 for 2 business days. On our side, certified translation is typically completed within 24 hours for standard academic records, so the translation step should not delay your SpanTran timeline.
Can I use the same translation for SpanTran and WES?
Yes. SpanTran and WES are both NACES member agencies and share baseline translation standards. A properly formatted certified translation with a Certificate of Accuracy satisfies both evaluators without modification. If you need evaluations from multiple agencies, one certified translation covers all of them.
Related Pages
Other credential evaluator guides
WES translation requirements
WES-specific translation formatting, country intermediaries, and portal submission.
ECE translation requirements
ECE Translation Waiver option, self-prepared translation rules, and submission steps.
NACES translation requirements
How NACES membership affects evaluator choice and shared translation standards.
Relevant guides
Relevant documents
Ready to submit to SpanTran?
We format translations specifically for SpanTran evaluator review: word-for-word rendering, preserved document layout, and a Certificate of Accuracy that also works for WES, ECE, universities, and USCIS.
We are not affiliated with SpanTran or The Evaluation Company. We provide certified translation that meets current SpanTran-facing formatting and completeness expectations.