Why You Need a Checklist When Ordering Translation
In 13 years, we've processed over 40,000 orders. In approximately 35% of cases, we had to clarify details after receiving the files — and that's a loss of 2 to 8 hours. The checklist solves this: if you provide us with the complete information upfront, translation starts within one hour of payment.
1. Source Files: Format Matters
The ideal option is editable files: DOCX, XLSX, PPTX, IDML (InDesign), HTML. Our CAT tools (SDL Trados, memoQ) work with them directly, preserving formatting and structure.
If you only have PDFs or scans, we'll perform OCR — this adds 1–2 hours to the timeline and increases cost by 20–30%. Smartphone photos of documents work for preliminary estimates, but for the actual work we need clear scans at 300 dpi or above.
2. Reference Materials and Glossary
If you have previous translations, a corporate glossary, or a style guide — be sure to share them with us. We'll load the terminology into Translation Memory (TM), and the translator will use your approved terms. This is critical for written translation of technical and legal documentation.
No glossary? We'll create one during the project and deliver it to you for future use. The cost of compiling a glossary of 100–200 terms starts from 3,000 RUB.
3. Target Audience and Translation Purpose
Translating a manual for engineers and a marketing brochure for clients are different tasks. Please specify:
- Who will read the translation (specialists, clients, government agencies)
- Where it will be used (internal document, publication, submission to an authority)
- Whether notarization or apostille is needed
This information affects the choice of translator, style, and level of text adaptation.
4. Language Pair and Language Variant
English can be American or British, Portuguese — Brazilian or European, Spanish — Castilian or Latin American. Specify the variant if it matters. If unsure — we'll advise based on the target market.
5. Timelines and Priorities
Standard output for one translator is 8–10 pages (14,400–18,000 characters) per day. If you need it faster, we'll assign additional specialists. Rates:
- Standard timeline — base price
- Urgent (2× faster) — coefficient ×1.5
- Super-urgent (same day) — coefficient ×2
Specify not only the desired deadline but also the hard deadline — we'll plan the work with a buffer for proofreading.
6. Formatting Requirements
If the translation must replicate the original layout (presentations, catalogs, labels), let us know in advance. DTP layout is a separate service performed by a designer after translation is complete. Layout cost starts from 500 RUB per page.
7. Feedback and Approval Process
Designate who on the client side will accept the translation and provide feedback. We recommend appointing one responsible person — this speeds up the approval process 2–3 times compared to collective reviewing.
For large projects (50+ pages), we offer a pilot translation: we translate 3–5 pages, agree on style and terminology, and then translate the remaining volume. This eliminates large-scale rework.
Final Checklist
- Source files in editable format
- Glossary, TM, reference translations (if available)
- Target audience and purpose
- Language pair and language variant
- Desired and hard deadlines
- Formatting and layout requirements
- Notarization — yes/no
- Contact person for approvals
- Special requests (form of address, date formats, units of measurement)
Download this checklist or simply send files to our email — the manager will clarify all details within 30 minutes and prepare an estimate.
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