Preparing documents for translation: a practical checklist

A well prepared document gives the translator a reliable starting point. Before placing an order, check the actual content rather than relying on the file extension. A PDF can contain selectable text, an image of a page, or both.

Check the text

Try selecting and copying a paragraph. Check tables, footnotes and text inside illustrations separately. A scan needs text recognition before it becomes searchable. Review recognised names and numbers against the original: recognition can introduce errors. Keep an unchanged copy of the source.

Define the scope

Mark the pages, sheets or slides that need translation. Say whether headers, comments and notes are included. For several files, use clear names and identify the latest version. Do not assume that a photograph or a password protected document can be processed like an ordinary text file.

Explain the expected result

Specify the target language, audience and intended use. Mention any layout requirements, terminology list or reference translation. If a file contains confidential material or cannot be opened, clarify the handling requirements before sending it. These small checks help prevent misunderstandings about the order.