How To Prepare A Document For Translation

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How To Prepare A Document For Translation

By: Roberto Bell

Translation is a multi-stage process. Each step requires organization, discipline, linguistic acuity and a thorough knowledge of software applications. The final product should maintain the same visual lay-out, purpose and meaning as the source document. Fluency in the language of the source document and the translated version is imperative; anything short of this will be obvious to a speaker of either language. Adhering to a planned approach will result in a clear, well-read and professional document.

Evaluation

The initial stage of translation begins with a meticulous analysis of the source document. Careful evaluation of the purpose for the document and that of its intended destination will clarify any vague or ambiguous statements. Knowledge of the document's purpose will guide the translation process and improve the final product.

Choose the document management application and the outsource format. Make sure that the outsource format will be compatible with current mainstream applications and determine if it will be accepted by the company to receive the document. If confidential material will be processed, establish a security policy to minimize any security risks and maximize privacy. Include any third parties who will deal with the translation process including but not limited to the editor and content management professionals. Keep periphery involvement to a minimum.

Translation

Write in plain language using an active voice. Choose basic sentence structure; be clear and concise. Avoid using idioms, slang, popular expressions and profession-specific jargon. These semantical references do not translate exactly into multiple languages. Write out all acronyms and abbreviations the first time they are used followed by the shorter forms contained within brackets. Do not omit elaborative sentences that may clarify meaning. Being too frugal with words may increase the risk of misinterpretation. Choose enough good words to do the job.

Leave extra space in each section for additional text. Multiple translations may be required in the future which could require more or less words than the current language. In addition, re-formatting often uses more space. Having to add space after re-formatting creates the need for subsequent page, image and margin adjustments.

Completion

Edit for accuracy. Carefully proofread and check the source document against the translated version. Ensure that no errors were produced during any re-formatting. Make sure the re-formatted copy looks visually comparable to the original. Be absolutely certain the document is error-free. This will expedite its processing. Finding errors mid-delivery to its destination can cause frustrating delays and make it difficult to track. In addition, correcting it can result in multiple versions which can crate confusion and additional errors.

Finalization

Add a cover letter to the document that explains its purpose, the targeted readership, where and to whom it will be distributed, and include a copy of the source document if you have it. If you don't have the original version, state that your translation is one of a series of multiple translations. Provide as much of the document's history as you have available and specify the output format (PDF, HTML, Word, etc.) that the document is to have.

Make sure your own contact information and business address is provided in case a reference or further questions are needed.

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About The Author
At Harvard Student Agencies we are committed to offering a level of quality, confidentiality, and affordability that our for-profit competitors are unable to match. We are comprised of nine different agencies including certified translator with each headed by a student manager. Visit online at www.harvardstudentagencies.com/ for nonprofit services today.

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