On this page

• Understanding how translators work
• Context and consistency
• Information to provide your translator
• Document quality checklist
• Final tips

Preparing your document properly before translation helps translators work more efficiently and ensures you get an accurate, high-quality translation. 

Understanding how translators work 

Translators use specialised software to help them work efficiently, which are easiest to use when the original text is in word processing format (such as in Microsoft Word). 

Computer Assisted Translation (CAT) tools provide translators with different features such as splitting a document into segments to allow for faster translation or automatically applying the same formatting as the original document. 

For longer texts, translators will most likely use a CAT tool. For standard documents, they may translate directly into a template in a word processor. 

Context and consistency 

For longer documents or documents where previous translations exist, it is important to keep terminology consistent. To help the translator do this, provide them with context, glossaries and copies of previous translations whenever possible. 

The same word or phrase can often be translated in different ways. For example, the word “bank” in English could mean a financial institution or the side of a river. Context helps the translator choose the right meaning. Reference materials help ensure consistent word choices throughout your document. 

Information to provide your translator 

Context and background 

• How will the translation be used? 
• What is the purpose of the translation? 
• Who is the target audience? 

Reference materials 

• Glossary of terms 
• Style guide 
• Explanation of any abbreviations 
• Examples of previous translations (this helps keep terminology, style and phrasing consistent) 

Special instructions 

Consider these questions: 

• Should citations and references remain in the original language? (This is recommended for traceability) 
• Should names of official bodies or products be translated, or kept in the original language? 
• Do you want both the translation and original term shown? 

For example, you might want: 

• “Social Security Administration” translated fully 
• “Social Security Administration (SSA)” with the original abbreviation included 
• “SSA” kept in English only 

Document quality checklist 

Before sending your document for translation, check these important points: 

Document status 

• Is this the final version of the text? 
• Has it been checked and proofread? 
• Is the text clear and unambiguous? 

Document quality 

• Is the document high quality? 
• If it is a scan, is the text clear and easy to read? 
• Is it in an editable file format like Microsoft Word? 

Format requirements 

• What format do you need the final translation in? 
• Does it need special formatting? 
• Is it for a website? 
• Do you have a template the translator could use? 

Images and graphics 

• Are there images, graphs or figures in the document? 
• Do you want any graphs or charts translated? 
• Can you provide the original files (such as Excel files for graphs)? 

Final tips 

Good preparation makes a big difference to the quality and accuracy of your translation. Take time to: 

• Prepare your document properly 
• Provide context and reference materials 
• Communicate clearly with your translator about your needs