How to prepare documents for translation?

When seeking a translator, you expect that your project will be accepted after the initial email. And then… The response you received contained many questions. You wanted to complete it rapidly, but the translator required extensive details. Can you change this situation? Yes, but you should prioritize preparing all the information and documents before sending them to the translator.

Why does the translator need all the information?

In a nutshell, to ensure the best and fastest price estimation for your project, propose a more suitable deadline and meet your expectations. Suppose it’s Monday and you require the translated documents by Friday, but you feel it’s preferable to receive them on Thursday to verify if everything is in order. But you don’t write this information in your email. In this situation, the translator can ask you what deadline you prefer or will check his/her calendar and propose the first available date. Another example is that your company uses specific terminology, but you don’t mention it in your email. Even if the translator used the correct terms, they may differ from your specific terminology, and it can be difficult to understand why your company decided to use other terms.

How to prepare documents for translation?

  • Check if your document is editable (docx, PDF formats)
  • Check if you send the final version
  • Add reference materials (e.g., version with all figures, charts, previous translation, terminology preferences, guidelines)
  • Check the translation deadline (Will you need a standard, express, or super-express delivery?)
  • Add your needs and expectations (e.g., target audience, style)
  • Add all the information you consider to be important
  • Don’t hesitate to ask the translator if you have any questions

As you can see, all the information will facilitate cooperation, improve communication, speed up the work on the project, and save your time. If you prepare well all the information, you can be sure you won’t send many emails to the translator.


Do you need a technical translation or subtitling? Check the Offer tab or email me at anna@annagredecka.com. I will answer your questions.