Formats and scope
Agree Word, PDF, Excel, subtitle, layout or other project formats, including editable files, paper copies and any additional supporting materials.
Explore this topicHelp recipients identify, verify and use the deliverables
Business handovers, institutional submissions and personal-document collection all need a clear link between files and their purpose. Recipients may not have joined earlier discussions. They should be able to identify the source behind each delivery, the work covered, unresolved questions and the route for feedback.
Use a delivery list to explain the batch
A delivery list can identify source filenames, target languages, output names and coverage, distinguishing full translations, extracts, bilingual copies and review drafts. In multilingual, multi-attachment or staged projects, each translation should map to its source. Mark unfinished material and content awaiting customer decisions separately. Include agreed glossaries, query records and revision notes so recipients do not download the main text while missing information needed to interpret it.
Check the output according to its intended use
For documents, first check that files open, pages are complete and tables and special characters display correctly. Editable and viewing copies should represent the same content version. Subtitle files need checking against the video, while resource files require import by the relevant technical team as agreed. For paper copies, statements or signature and seal arrangements, provide recipient requirements and delivery details in advance and confirm each supporting item. Sending files does not itself establish acceptance by a recipient or publication in a system.
Keep feedback tied to locations, reasons and references
Annotate the designated delivery version with pages, passages, screenshots or resource keys, identifying the source in question and the requested adjustment. Approved updates should be reflected in connected languages, contents lists and attachments, with replacement relationships identified in later handovers. Record changed source facts, added content and translation errors separately to assess their effects. Ongoing projects may agree to retain approved terminology decisions and change records, with storage methods and periods defined in writing.
Names, versions and handover
Agree file naming, language identifiers, version numbers and delivery lists; use consistent terminology and handover rules across batches and languages.
Explore this topicFeedback and revisions
Consolidate feedback through the designated contact, distinguishing translation corrections, source changes and additional work, and reconfirm scope or timing where needed.
Explore this topicDelivery, price and timing
Price and timing are assessed against language direction, word or page volume, subject matter, source clarity, editability, layout, review and supporting requirements. Changes to the source, languages or supporting work require a revised scope and plan.
Agree Word, PDF, Excel, subtitle or other formats, including any editable files, paper copies, statements or signatures actually needed. Supporting arrangements are defined for the particular purpose and receiving requirements.
A clear process at every stage
- 01
Define the purpose
Specify files, languages, volume, receiving requirements and timing.
- 02
Agree the plan
Confirm scope, references, review responsibilities, supporting work and delivery.
- 03
Translate and review
Use subject references and check terms, numbers, tables and versions.
- 04
Deliver and coordinate
Deliver the agreed files, consolidate feedback and confirm later updates.
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Confirm the project details
What should I do if I receive several versions and cannot tell which to use?
Check the delivery list for file status and source mapping rather than relying only on email dates or the word 'final' in filenames. Ask the project contact to confirm the filename you intend to use. Mark superseded copies in internal records to prevent them from circulating again.
If one term changes, is a single replacement enough?
Check whether the decision affects other passages, figures, attachments or languages, including grammar and cross-references. Provide the basis and scope of the new term, identify connected occurrences and then update consistently. Identical-looking words in different contexts should not be replaced indiscriminately.