A Practical Checklist Before Sending Documents to Translate
Most delays in translation projects happen before any translating starts. A file arrives as a blurry phone photo. Nobody mentions that the document is for a court. The target audience turns out to be Brazilian, not Portuguese. Halfway through, a new version of the source appears. Each of these surprises adds days and sometimes costs.
The good news is that clients control most of these factors. A few minutes of preparation can save days of back and forth and noticeably improve the final result. Here is a practical checklist we recommend before sending anything for translation.
1. Send the final version
Translators work best on stable text. If the source is still being edited, every change after translation starts means rework, version confusion and extra charges. Wait until the document is signed off internally, or agree clearly with your provider how updates will be handled.
If you must start early, label each version clearly with a date and number, and send changes in tracked format so the translator can see exactly what moved.
2. Provide editable files
A Word, Excel, InDesign or HTML file can be processed directly, preserving layout and allowing translation tools to work efficiently. A scanned PDF or photo must first be converted or retyped, which takes time and introduces risk, especially for numbers and names.
When only a scan exists, as with many official certificates, make it as clear as possible: flat, well lit, high resolution, all pages and both sides included.
3. Say who will read it
The same text may need different treatment depending on its audience. A product description for consumers, a technical datasheet for engineers and a policy document for regulators all call for different vocabulary and tone. Tell your translator who the readers are and what they should do after reading.
4. Name the exact language variant
"Spanish" could mean Spain, Mexico, Argentina or the United States. "Portuguese" could mean Portugal or Brazil. "Chinese" could mean simplified or traditional script. "French" for Canada differs from French for France. Specify the country, not just the language.
5. Explain the purpose
Is the translation for information only, for publication, for signature or for submission to an authority? Official uses often require certified or sworn translations with specific formatting. Discovering this after delivery means paying twice. A clear statement of purpose lets the provider recommend the right service from the start.
6. Share reference material
If your organisation has translated similar documents before, share them. Previous translations, glossaries, style guides and brand guidelines help keep terminology and tone consistent. Even a short list of preferred terms for your products or departments makes a measurable difference.
Consistency across documents is one of the clearest signs of a professional organisation.
7. Flag what should not be translated
Product names, trademarks, software commands, legal entity names and some technical identifiers usually stay in the original language. Mark them clearly, or list them in your instructions, so the translator does not have to guess.
8. Be realistic about deadlines
A professional translator typically produces 2,000 to 3,000 words a day, plus time for review. Very urgent jobs can be split between several linguists, but that requires extra coordination to stay consistent. Give as much lead time as you can, and tell the provider if part of the document is more urgent than the rest so they can deliver in stages.
9. Name a contact for questions
Good translators ask questions when the source is ambiguous. If queries go unanswered, they must either guess or wait. Name someone who knows the subject and can respond quickly. Answering three short questions can prevent an error that would otherwise appear in every language version.
10. Plan the review
Decide in advance who will check the translation on your side, if anyone. An internal reviewer who knows your products adds real value, but their feedback should focus on accuracy and terminology rather than personal style preferences. Share their corrections with the provider so they can be stored for future projects.
Choosing the right provider
Professional document translation services make this process easier by asking the right questions upfront. Look for native speaking translators with subject expertise, a second linguist review, secure file handling and clear communication. Ask how they handle file formats, urgent requests and certification requirements.
The cheapest quote is rarely the best value if it leads to rework, missed deadlines or rejected submissions. Transparency about process and qualifications is a better guide to quality.
Background on the craft
Translation is a discipline with a long history and established methods, from literal to functional approaches. For readers curious about the theory and practice behind the profession, this general overview of translation is a useful starting point.
Small habits, better results
None of these steps takes long, yet together they transform the translation experience. Projects start faster, translators ask fewer questions, quotes are more accurate and the final documents fit their purpose. Make this checklist part of your routine, and translation becomes a predictable part of your workflow rather than a last minute scramble.