Even a good translator cannot resolve confusion in the source files. If the team sends an outdated contract or uses different versions of a company name across a document set, those inconsistencies will carry over into the translation. Before ordering, check the source, its purpose, the relevant jurisdiction and the agreed terminology.
Here is what to prepare before work starts.
1. Final source version
Check that the file you send is the approved version. If the parties are still amending a contract, agree how versions will be named and how changes will be delivered. The translator needs to see exactly what has been added, removed or replaced.
For scans, check that:
- every page and reverse side is visible;
- seals and handwritten notes are not cropped;
- page numbers run in sequence;
- appendices and referenced documents are included.
If you have an editable Word file, send it with the signed PDF. It makes the formatting easier to reproduce. The approved document should still remain the controlling source.
2. Purpose and recipient
The same document will be handled differently for internal review, negotiations, court proceedings and a notarial act. Its intended use affects the formatting, any translator’s notes and whether shortening is acceptable.
Tell the manager:
- the country and organisation receiving the documents;
- the required deadline;
- whether a notarised translation is needed;
- whether the formatting must closely match the original;
- whether a mandatory template applies.
3. Approved names and terms
Provide previous translations, a corporate glossary and the official spelling of names. Check these points first:
- the names of contracting parties;
- job titles and departments;
- registered trade marks;
- definitions repeated across several documents;
- names already established in passports or registers.
A short list of approved wording is usually more useful to the project than a large glossary with no agreed choices.
4. References and parallel documents
If a contract is based on last year’s version or a standard form, include the earlier translation. The translator can keep approved wording and review the new provisions separately.
An old translation still needs to be checked against the source. Dates, amounts, company details, clause numbers or definitions may have changed.
5. A contact for queries
Nominate someone the translator can contact about ambiguous wording. For a large project, decide in advance:
- who approves terminology;
- how quickly the team can expect answers;
- how decisions are recorded;
- who accepts the final version.
Set the confidentiality requirements before work begins as well. The agency can sign an NDA and restrict internal access to the files where necessary.
A complete set makes it easier to calculate the deadline and spot questions early. To receive a quote, send the source files and briefly describe the project.