Ten things to consider when preparing a text for translation

So you've decided to outsource your translation needs, you've found a great translation vendor, and you’re ready to start work. But before you send off that big job, go through the following checklist, to ensure that the job goes smoothly and everyone is happy ??

??Check that your text hasn't already been translated

This may sound like a no-brainer, but a surprising number of larger companies pay to have texts translated without checking if they already exist in translation.

??Proofread your text carefully before you send it

In order to make the translation process smoother, it's a great idea to check that the text is correct before you send it. As you read through, think about whether it is easy to understand, even for people outside of your company.

??Work out exactly what needs to be translated

Before you fork out for your 120-page product catalogue to be translated, stop for a moment and think tactically about whether your new clients really need to see the entire thing.

??Think about making your text modular

One way to save money on translation, as well as speeding up the process and making it easier to benefit from the diverse specialisms of different translators, is to create materials in a modular fashion.

??Maybe you don't even need translation

Sometimes there might be an elegant solution to communicating a particular concept in many languages without resorting to translation. For example, many retailers create instructions on how to put together flat-pack furniture, using only diagrams. Images, videos and infographics are also commonly used in multilingual environments such as airports, so it's worth considering if these forms of communication are appropriate for you.

?? Be absolutely sure that this is the final version

Before you invest any amount of money in translating something, it's worth checking that it's not going to be changed significantly any time soon. This may be a challenge if the document relates to some changing situation, or is liable to be updated on a regular basis, but last-minute changes push up prices because translators have to rush to accommodate them.

??Think about format and save money

For companies looking to spend as little as possible on translation, spending some time getting documents into a workable file format is a great way to cut costs. If you can provide all of your required text clearly laid out in a Word document (.doc or .docx), then this is ideal.

??Consider how you can help your translator to help you

Translators tend to be excellent researchers, but they can't read minds. You will speed up the translation process considerably if you can provide extra information that will help your translator out.

??Know what you need

It is worth thinking about the purpose of the final text before you agree to a quote. The main distinction here is between texts that are for information and texts that are for publication. The first category applies to more informal documents. Perhaps your company has found some interesting resources in another language that you might like to use.

??Keep the lines of communication open

Finally, make sure that you communicate your needs clearly to your project manager. Let them know your priorities concerning the translation, make sure that you are clear about what stylistic requirements you have (modern? formal? fun?) and be available to answer questions if you can. Obviously, it's much better for everyone if problems can be resolved and help provided quickly with the minimum fuss, particularly when building a relationship.

With these ten tips in mind, preparing a text for translation should be straightforward, but if you encounter any problems then it’s best to drop your translation vendor a quick line – after all, they are the experts and they’ve done it all before??

From The Ultimate Buyers Guide to Translation (By Translators Family)