Knowing how to prepare documents for translation helps prevent delays, avoid misunderstandings and ensure an accurate quotation. Requesting a professional translation should not feel complicated. However, a few important details are needed before a translator can assess your document accurately and provide a reliable quotation.
Supplying the correct information from the beginning helps prevent delays, misunderstandings and unexpected costs. It also allows us to determine the scope of the project, select the appropriate translator and prepare the document for its intended purpose.
Here are five things to provide when requesting a translation quotation.
1. A Clear Copy of the Document
Please send us a complete, readable copy of the document that needs to be translated.
Scanned documents and photographs should be clear enough for every word, stamp, signature and handwritten note to be seen. Make sure that no corners or sections of the document have been cut off.
If part of the document is blurred or illegible, let us know. We will assess whether the available information can be translated or whether a clearer copy will be required.
2. The Original and Required Languages
Tell us which language the document is currently written in and which language you need it translated into.
For example:
- Afrikaans to English
- English to French
- German to English
- Portuguese to English
If you are unsure of the original language, you may still send the document to us. We will help identify it and confirm whether we can assist.
Where relevant, please also mention whether a specific regional language variant is required.
3. Where the Translation Will Be Submitted
The intended use of the translation is important.
A document submitted to a court, university, immigration authority, medical institution or government department may have different requirements from a translation intended for personal or general business use.
Tell us where the translation will be submitted and, if possible, provide any instructions you received from the relevant organisation. This helps us determine the appropriate translation format and whether certification or any additional declaration may be needed.
4. Your Deadline and Special Instructions
Let us know when you need the completed translation.
Turnaround time depends on the document’s length, complexity, language combination and formatting requirements. Providing your deadline allows us to confirm whether the work can be completed within the required time.
Please also tell us about any special instructions, such as:
- A specific document format
- Tables or layouts that must be retained
- Particular terminology that must be used
- Names that must match passports or identity documents
- Reference material or an existing glossary
- Instructions supplied by the receiving institution
The more information we receive at the beginning, the more accurately we can prepare the quotation and complete the project.
5. Certification and Formatting Requirements
Not every translation requires certification, but some authorities and institutions have specific rules.
If you were told that the translation must be certified, sworn, signed, stamped or accompanied by a declaration, include that information in your request. If you received written submission requirements, send those to us with your document.
Please do not assume that all institutions follow the same rules. Requirements may differ according to the country, organisation and purpose of the translation.
What Happens Next?
Once we have received the document and the necessary information, we will assess the project and prepare a quotation.
The quotation will take factors such as the language combination, word count, complexity, formatting and required turnaround time into account. Work will begin after the quotation has been accepted and the project arrangements have been confirmed.
Your documents and personal information will be handled carefully, professionally and confidentially throughout the process.
Ready to Request a Quotation?
Send us a clear copy of your document and tell us:
- The required language
- Where the translation will be submitted
- Your deadline
- Whether you received any certification or formatting instructions
Carlow Translations provides professional translation, proofreading and editing services for legal, immigration, medical, educational, business and personal documents.
Contact us today to request a quotation and discuss your translation requirements.