Complete files and pages
Keep page edges, identifiers, pagination, seals and notes visible. Use clear scans or photographs and list main files, attachments and changes separately.
Explore this topicMake source material readable, traceable and ready for confirmation
Business document coordinators, individuals handling records and content production teams can prepare inputs according to the source type. The aim is not to send more files at once, but to make each file's identity, scope and references clear: its content should be legible, its governing version identifiable and its questions directed to the right person.
Check the legibility of paper records
When photographing certificates, records or bound material, check small print, faint seals, reverse sides and binding margins for glare, obstructions and curved pages. Long pages may need additional detail images, but retain a full-page view and identify which page each segment belongs to. Avoid filters that alter text. Before masking unnecessary personal details, check that names, relationships and notes remain understandable. Supply close-ups for unclear text rather than filling in missing wording from memory.
Supply the components and dependencies of editable files
For Word, Excel, presentation and design files, supply editable sources and a viewing copy so the intended display can be checked. Identify hidden sheets or slides, comments, tracked changes, formula results, charts and linked assets that need work. List available fonts, images and dependencies and any usage restrictions for design files. Flag text embedded in non-editable screenshots separately. A file list distinguishing approved content from background references helps prevent internal drafts from entering the translation scope by mistake.
Identify the source and priority of references
Existing translations, website screenshots and glossaries should identify their source, date or relevant product and distinguish approved names from suggestions. Personal records may need established name spellings and an explanation of former names; business material may need a distinction between entity and brand names. For conflicting references, nominate a decision-maker and establish which source takes precedence. For materials sent in batches, maintain a list of additions, replacements and withdrawals so the final version does not have to be inferred from email order.
Purpose and references
Explain the receiving audience and purpose, provide any format requirements, and share approved translations, spellings and available reference material.
Explore this topicFile receipt and updates
Start with a non-confidential brief or redacted sample, then agree complete-file transfer. Identify versions and change scope when adding, replacing or withdrawing files.
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
Can OCR text be used directly as the source?
Keep the scanned images and check the recognised text, especially names, numbers, tables and seals. OCR text can make editing easier, but the images remain necessary for verification. Mark missing characters, misplaced columns and unrecognised passages for confirmation.
Should differences in names or addresses across documents be made consistent first?
Retain each source and list the differences and any known reasons, with established spellings or amendment records for verification. Do not edit source images or hide entries merely to make them match. Treatment of former names, current names and address differences should follow the recorded facts and confirmed purpose.