Preparing documents for translation is less about tossing files over the fence and more about engineering clarity. The quality of your inputs determines cost, speed, and accuracy at least as much as the translator’s skill. When the brief is crisp, the source is clean, and references are accessible, you cut turnaround time and reduce rework dramatically. Think of preparation as the first quality-assurance step in your translation workflow: a few disciplined habits up front save days later.
Start by stating the purpose and audience for each document. Is this a visa dossier, a product manual, a compliance notice, a press kit, or a tender response? The intended use affects tone, terminology, and even layout. Define source and target languages precisely (e.g., “US English to Swiss French”), name the receiving authority if any, and provide the submission format (upload portal, print, e-mail). Clarity about where the translation will be filed and how it will be consumed helps the linguist choose conventions that pass review the first time.
Supply editable files whenever possible. A translator can certainly work from PDFs, scans, or photos, but editable formats (DOCX, XLSX, PPTX, IDML) avoid manual retyping and the errors that come with it. If you only have scans, use high resolution (300–400 dpi), capture both sides where stamps or notes appear, and avoid shadows or keystone distortion. For scanned PDFs with tables or small stamps, add a close-up for each tricky area. If you already have a preferred vendor for certified or sworn outputs, a single contact like traduscript can advise which file types they can stamp digitally versus those needing wet-ink signatures. Better inputs cut cost because less time is lost recovering text and formatting.
Clean your source before sending. Remove duplicates, track down the latest version, and lock the scope: which sections are “for translation,” which are “for reference only,” and which are “do not translate.” If your file contains repeated boilerplate (e.g., legal disclaimers), provide a master version to ensure consistency. Create a simple cover note listing the files, their status, and page counts. A tidy package signals to the translation team what matters and what doesn’t, preventing unnecessary work.
Naming, versions, and structure
Establish a naming convention: ProjectName_Locale_SourceOrTarget_Version_Date.ext. Keep versions linear—v1, v2, v3—not “final_final2.” If your project includes multiple documents, number them in reading order. For complex submissions (tenders, clinical dossiers), provide a table of contents or a one-page map linking filenames to sections. Good file hygiene makes collaboration fast and auditable, which is invaluable when deadlines squeeze.
References that actually help
Share reference materials that guide meaning and style: previous approved translations, glossaries, terminology lists, brand voice notes, UI screenshots, and style guides. If your industry uses standards (ISO terms, pharmacovigilance codes, legal clauses), point to the exact source. For product copy, include images, diagrams, or short videos that show the thing being described. Context turns guesswork into decisions you’ll keep, and it prevents the translator from asking the same questions three different ways.
Terminology: decide once, reuse forever
Every domain hides terms that look simple but carry legal or technical consequences (e.g., “shall” vs. “must,” “guarantee” vs. “warranty,” “turnover” vs. “revenue”). Identify these up front and propose your preferred equivalents in the target language—two columns in a spreadsheet do the trick. Mark legally sensitive items like company names, product SKUs, and titles that must remain unchanged. A living term list becomes your single source of truth and keeps every future update aligned.
Numbers, dates, and units
Define how to handle decimal separators, thousand separators, currencies, and date formats (e.g., 2025-08-09 vs. 09/08/2025). List the units you expect and how to convert them where appropriate (inches to millimeters, lbs to kg). If regulators mandate a specific format (pharma leaflets, safety data sheets), state it. Formatting rules are as important as words; they are the first items auditors and clerks check.
Tables, charts, and images with text
If tables exist in Excel but appear in Word, attach the source spreadsheets. For charts, provide the underlying data so labels can be translated and the visuals regenerated. For images that contain text (packaging, UI screenshots), include the editable artwork (AI, PSD, Figma, Sketch) or a keyed list of strings mapped to image IDs. When translators can access source assets, DTP becomes predictable and legible in the target language.
Legal and official documents
For civil records, court filings, or immigration dossiers, send complete scans, including backs of pages with stamps, marginal notes, or barcodes. Tell the translator which office will receive the file and whether a sworn signature, stamp, or apostille is required. Provide exact spellings of names as they appear on passports to prevent inconsistent transliteration. Completeness beats speed for official paperwork; clerks reject partial or cropped scans even if the text seems readable.
Confidentiality and transfer
Decide early how you want files exchanged: SFTP, encrypted portals, or password-protected archives shared through a secure channel. Limit who has access and specify retention periods. If your project involves personal data, add a brief data-processing note describing roles and legal basis. Security expectations belong in the brief, not in a footnote after delivery.
Brief like a pro
A strong brief fits on one page: objective, audience, locales, tone (formal, neutral, conversational), mandatory terminology, deliverable formats, and deadline. Point out risky passages (dense legal clauses, handwritten notes, technical specs). If your content will be published online, state character limits for UI strings or SEO constraints (title tags, meta descriptions). The clearer the constraints, the less “almost right” work you need to revise.
Review workflow and roles
Plan who reviews what and when. Many teams split review into two layers: subject-matter review by someone inside your organization, and language review by a second linguist independent from the translator. Define how feedback should be provided (tracked changes, comments) and who consolidates conflicting edits. One decision-maker prevents infinite loops of “small tweaks” that burn calendar time without improving quality.
Formatting and deliverables
Ask for deliverables in both native and exchange formats: the translated DOCX, the export to PDF, the updated IDML, the regenerated charts. If you maintain translation memories (TMX) or term bases (TBX), request them with each delivery—your next project will be faster and cheaper. For print jobs, request a preflight report and a low-res proof for sign-off before final export. Standardized hand-offs make downstream production smooth, whether you are sending files to a printer, a CMS, or a regulator.
Common pitfalls to avoid
Do not drip-feed micro-updates mid-translation unless they are critical; batch them. Do not paste screenshots into Word when spreadsheets exist. Do not rely on last-minute “glossary cleanup”—do it first. Do not assume that casual bilingual colleagues are the best reviewers; expertise in the subject matters more than perfect fluency. Most delays come from upstream indecision, not downstream translation.
Timing and buffers
Work backwards from your submission date. Add buffers for internal review, for DTP, and for final sign-off. If legalization or notarization is required, add a week. If your content publishes globally, consider time zones and public holidays on both ends. Provide the translator with a micro-schedule: kick-off, first delivery, review window, final. Small, predictable milestones beat one giant deadline that no one can rescue if it slips.
QA checklists that catch real errors
Ask your provider to run linguistic QA (spelling, numbers, dates, units), functional QA (links, references, figure numbers), and layout QA (overflows, broken lists, widows/orphans). Provide any internal checklists you already use—regulatory teams love checklists because they make audits easier. Measurable checks turn “looks good” into “proves good” for stakeholders who must sign their name to the release.
Edge cases: handwriting, stamps, and redactions
For handwritten notes, supply a typed transcription if you can; if not, be ready to confirm uncertain words. For seals and stamps, specify whether you prefer bracketed notes (“[round stamp: City Hall]”) or translated captions in footnotes. For redactions, mark the location visibly so the translator can indicate “[redacted]” rather than leaving a blank. Explicit handling of non-text content avoids disputes later about what was or wasn’t present in the source.
Localization nuances
If your target audience spans multiple locales, decide whether you need one “neutral” version or variants (e.g., Portuguese for Portugal vs. Brazil). Provide examples of preferred tone and register; some markets expect formal address, others prefer direct second-person. If SEO matters, supply a short list of priority keywords and competitors to benchmark. Language choices are strategic levers, not afterthoughts, and they can change conversion rates as much as design.
When speed really matters
For genuine emergencies—court deadlines, tender cut-offs—focus the scope: translate the decisive sections first, then appendices. Provide point-of-contact availability for quick clarifications. Accept that a minimal layout may be delivered initially, with polished design following after filing. Speed comes from decisions, not from pushing translators to type faster.
Aftercare: keep assets alive
Once your project ships, archive everything properly: the signed-off translation, TMX and TBX exports, the updated artwork, the final PDF, and the change log. Note open questions that were resolved so you can reuse the decision next time. If you publish online, monitor real-world feedback and send improvements back to your translation partner—small term fixes early will save larger rewrites when you roll out to more markets. Documentation is your compound interest for future projects.
If you adopt these habits—clear purpose, clean sources, disciplined references, explicit rules for numbers and dates, and a realistic review plan—you will notice the difference after a single cycle. The translation will read as if it were written for the target audience from the start, your stakeholders will sign off faster, and your budget will stretch further. Preparation isn’t extra work; it’s the shortest path to accurate, on-time, and defensible translations.
