Quality in, quality out.
Preparing your documents for translation can save time, reduce revisions and improve the quality of the final result. From choosing the right file format to providing clear instructions, a few simple steps can make the translation process more efficient.
Here are five tips to help you prepare your documents for professional translation.
1. Choose the right file format
Whenever possible, send your document in the file format in which you plan to use the translation. This allows us to translate the content directly in its original format, so you can avoid copying the translated text between different files later.
- Reports and business documents: Word is often the most practical format.
- Presentations: PowerPoint files allow us to preserve the original structure and make editing easier.
- Subtitles: SRT files are preferable when the translation will be used as subtitles, rather than copying the text into Word first.
- Designed publications: Whenever possible, it’s better to translate directly in the original InDesign files.
2. Check the formatting before translation
Before sending your documents, let us know about any editorial or corporate guidelines that the translated document should follow. These may cover headings, terminology, numbering, tables, captions, formatting or other content requirements.
For multilingual projects, checking the original document for formatting inconsistencies is particularly useful. If you plan to translate an English document into all 24 official EU languages, an error in the original chapter numbering could become 24 separate issues to correct later.
Addressing formatting problems before translation helps prevent unnecessary revisions and makes the final production process smoother.
3. Make sure the source text is clear
The quality of the source text directly affects the translation. Unclear sentences, inconsistent terminology and grammatical errors can make it harder for translators to understand the intended meaning.
If the source text was written by someone who isn’t a native speaker of the language, consider having it copyedited before translation. This can help resolve awkward phrasing, ambiguities and inconsistencies before they are carried over into other languages.
A translator’s role is generally to translate the source faithfully, not to rewrite or improve its content. A well-prepared original document therefore provides a much stronger starting point for a high-quality translation.
4. Share terminology and reference materials
If your organisation has an established glossary, preferred terminology or style guide, share it with your translation provider. This helps ensure that key terms are used consistently across documents and languages.
Other useful materials include previous translations, product descriptions, background documents and examples of existing communications. Even a short explanation of your organisation, industry or target audience can help the translator make better-informed language choices.
The more relevant context you provide, the easier it is to produce a translation that meets your organisation’s needs.
5. Explain the purpose of the translation
Before the project begins, clarify how the translated text will be used. The intended purpose determines the approach the translator should take.
For example, a certified translation for official submission generally requires a faithful reproduction of the source. A marketing slogan, on the other hand, may need a more creative adaptation to achieve the desired effect in another language.
Your brief should explain the target audience, the intended use, any tone-of-voice requirements and whether the translation must follow the source closely or can be adapted more creatively.
Better preparation, better translations
Preparing your documents properly helps your translation provider work more efficiently and deliver results that meet your expectations. Choosing the right file format, checking the source text and providing the necessary context can prevent avoidable issues later on.
At Eurideas, we support clients throughout the process, from professional translation and proofreading to desktop publishing and multilingual document preparation. Contact us to discuss your next translation project.
