How to Prepare Documents for Translation

Preparing your documents correctly before translation saves time, money, and ensures better results. Here's how:

**1. Finalize Content First**
Never send drafts for translation. Changes after translation begins multiply costs and timelines.

**2. Use Editable Formats**
Send editable files (Word, InDesign) rather than PDFs or images. Recreating layouts from PDFs adds significant cost.

**3. Provide Context**
Share:
- Reference materials
- Glossaries of preferred terms
- Style guides
- Previous translations
- Target audience information

**4. Highlight Non-Translatable Content**
Clearly mark:
- Brand names
- Product names
- Technical codes
- Placeholder text

**5. Consider Text Expansion**
Plan layouts for text expansion:
- German: +30% longer than English
- Finnish: +40% longer
- Chinese: Often 30% shorter

**6. Separate Text from Graphics**
Provide text in separate layers or files. Embedded text in images requires additional extraction work.

**7. Include All Files**
Provide all linked images, fonts, and assets needed to properly format the final document.

**8. Set Clear Expectations**
Communicate:
- Deadline requirements
- Quality priorities (speed vs. perfection)
- Budget constraints
- Intended use of translated content

**The Payoff**

Proper preparation can:
- Reduce costs by 30%
- Cut turnaround time in half
- Improve translation quality
- Minimize revision rounds

Our project managers are happy to guide you through preparation for your first project.