How to Prepare Your Documents for Translation
To prepare a document for translation, send the clearest and most complete source file you have — ideally editable text rather than a photo — tell the translator the target language and audience, flag names and terms that must stay consistent, and share any reference material. Good preparation speeds delivery and improves accuracy.
1. Send editable, legible files
Editable formats such as Word or PDFs with selectable text are faster and more accurate to work with than photos or scans. If you can only provide a scan, make sure it's sharp and complete — every page, edge to edge.
2. Confirm the language and audience
Specify the exact target language and region (for example, European vs. Latin American Spanish) and who will read the translation. Tone for a legal filing differs from tone for a marketing page.
3. Provide context and reference material
Share any previous translations, glossaries, or style guides. Reference material helps the translator match your preferred terminology and voice from the start.
4. Flag names, terms and preferences
Note proper names, product names, and any terms that should stay in the original language or be translated a specific way. A short list prevents avoidable revisions later.
5. Set your deadline and format
Tell your provider when you need the translation and in what format you'd like it delivered. If you need a certified translation or a physical copy, mention that up front.
A quick pre-send checklist
- Clear, complete, editable source files
- Target language, region and audience confirmed
- Reference material or glossaries attached
- Key names and terms flagged
- Deadline, delivery format and certification noted