When ordering translations

The following hints and tips will help you ensure that your translation project is a success and completed within the desired schedule.


Whenever possible, notify us well in advance about upcoming translation requirements especially when the project is extensive, urgent or involves many languages. This helps us to allocate the required resources in advance so that the translations can be delivered within the desired timeframe.

If required, ask us for an estimate of the expected duration of the translation work. It will also make your own planning easier.

Work specification

Let us know the following:

  • Who the translated text is intended for, and where it will be used
  • The desired language(s) and variant(s) (e.g. UK or US English)
  • Whether you have any other requirements or instructions related to the desired style, file formats, layout, or DTP.

Source text to be translated

When you send a text for translation, always try to ensure that it is the final version. Changes made to a text once the translation work is underway always slow down the process and increase costs. If you send a draft version for quoting purposes, remember to inform us that it is not the final version of the text.

Do not convert the text into a PDF file, but send it in the original file format (Word, Excel, HTML, IDML, XML, etc.) This enables us to use appropriate software applications and tools to handle the text, and eliminates the need for unnecessary file conversion and formatting steps. All of which will help to avoid formatting errors and save both time and costs.

Translation is faster when the source text is concise, error-free, and unambiguous. If applicable, consider revising the source text before translation.

Reference material

When possible, send us reference material, such as previous translations or other publications related to the subject or industry sector, e.g. company specific glossaries, style guides etc. This will improve the quality of your overall multilingual communications.

Additional information

Let us have any related background information and material, and if possible, tell us where we can find further information.

The translators may have questions about industry-specific terms or the texts being translated. Appoint a contact person, or contact persons, who can answer such questions.


Be prepared to check the translated text and to send any possible corrections or changes to the translator.

If the project involves DTP work, agree in advance about sending the final versions of the translated texts to the translators for proofreading.

For further tips, read our blog post about how to save time and costs when preparing texts for translation.

We’ll be happy to provide further information on this subject, so contact us if you have any questions about translation.