How to Prepare for Document Translation in 5 Simple Steps

Do you need to translate documents to a different language? Preparing properly beforehand is very important. It helps the translation service work faster and avoid mistakes. This saves you money too!

Following some simple steps upfront ensures your documents are ready for an accurate, cost-effective translation. Here are 5 key steps to prepare your content for document translation service:

1.    Describe Your Target Audience

First, you must define who will read the translated documents. This is crucial for the translator to understand the proper language and writing style. For example, is your audience located in one country/region? Different language variations exist, like Latin American Spanish versus European Spanish. Be specific about what you need.

Also describe if your readers are experts in a field or general public. This determines if technical or simpler everyday vocabulary is better. Providing clear audience details allows the translation service to properly localize the content. This ensures it makes sense for the right group of people.

2.    Explain How Documents Will Be Used

Next, let the translator know how the translated documents will be published and distributed. This could mean printed brochures, website content, downloadable PDFs, etc. Each format has different requirements that impact things like text layout, font usage, images and more. Explaining the final use case upfront avoids rework later.

3.     Provide Clean, Final Source Files

Only send completed, error-free documents for translation. Having the translator both edit and translate adds delays and costs. Thoroughly proofread and edit your source content first. Check for grammar, style, formatting consistencies and any cultural issues.

Provide source files in editable formats the document translation service can work with, not locked PDFs. Common examples are MS Office, HTML, InDesign, etc. Use Unicode fonts that support extended language character sets. And leave some empty space, as translations often require more text room than the original.

4.     Share Term Definitions and Style Guides

For technical content, provide a glossary defining key terms, abbreviations, etc. Don't assume your translator uses the exact same terminology meanings. Share any brand/corporate style guides too. This ensures translations maintain the proper tone, voice, and stylistic conventions you need.

5.     Communicate Firm Deadlines

Finally, make the translator aware of any critical delivery deadlines upfront, like event or product launch dates. A reputable translation service will give you a realistic timeline. As long as you properly prepare materials and allow a reasonable schedule, they should be able to meet firm deadlines. But discussing this early is essential.

Following these 5 simple steps sets up your translation project for success! Preparing content thoroughly avoids confusion, rework, missed deadlines, and blown budgets. Your document translation service can focus on quickly delivering an accurate, localized final product. If this all sounds like more work than you can manage alone, no problem! Just partner with a top translation agency for document translation services. They will guide you through the entire process for a smooth, hassle-free experience.