Sharing documents for translation with care

A document may contain more information than the translator needs. Before sending it, review both the visible text and the surrounding file: comments, revision history, hidden sheets and metadata can reveal additional details. Keep the original safely so that useful context is not lost.

Send only what is needed

Remove unrelated personal information when it is not required for the translation. If names or identifiers are necessary, explain their role without adding extra records. Avoid sending access passwords, payment credentials or an entire customer database merely to provide background for a small passage.

Clarify the arrangements

Ask which delivery channel is appropriate, who needs access and how working copies are handled. Where your organisation requires a confidentiality agreement or a specific process, arrange it before sharing the file. Do not assume that every online tool has the same storage or access rules.

Review the outgoing copy

Make a separate version for translation and reopen it before sending. Confirm that redactions actually remove the information and that comments or hidden content have been dealt with. Keep filenames informative without including unnecessary personal details. Preparation helps balance useful context with careful disclosure.