Use the travel document as the reference
Article 14(2) of the Polish Sworn Translators Act governs names from languages that do not use the Latin alphabet or use another writing system. The translator transliterates or transcribes them on the basis of travel documents or copies. Only when neither those documents nor copies are available do the spelling rules of the country where the document being translated was drawn up apply.
In practice, tell the translator that you have a passport and agree how to provide the necessary details. A given name should not be replaced with a Polish equivalent simply because it sounds similar. Nor does the spelling used in email, social media or everyday correspondence determine the form appropriate for a document translation.
What to do when spellings differ
If your documents contain different versions of a surname, show them when agreeing the assignment. A previous surname, a document recording a name change or an older travel document may help. Do not edit a scan yourself to make every version look identical. The translation should reflect the material provided and identify the details accurately.
Transliteration means writing in another alphabet; changing or correcting information in a document is a separate action. A translator does not replace the issuing authority or resolve discrepancies by arbitrarily making the wording uniform. If an authority identifies a problem with the details, provide its requirements so the actual scope of the assignment can be established.
An online tool cannot replace comparing the documents
The State Migration Service of Ukraine provides a tool for checking standard Ukrainian transliteration. Its result helps explain the spelling rules, but does not replace a travel document or a copy as the basis specified by Article 14(2). A passport spelling should not be changed solely because a generator shows another version; the discrepancy requires a check of the documents.
With a set of family documents, check whether the surnames of parents, spouses and children are actually written the same way in the source material. Similarity does not justify automatically copying one version into every document. Given names, the order of the details and information about name changes also matter.
Preparing your enquiry
State the document types and intended use, and flag any differences you have noticed. First agree how to provide the travel document and which details are necessary. This allows spelling questions to be resolved before the translation is certified, rather than only when documents are submitted to an authority, court or university.