When you need to translate a document, the quality of the material you send can make a big difference in the accuracy and speed of the service. Below, we share some key tips for preparing your documents before sending them for translation:
Scan Instead of Taking Photos
If the document is on paper, it’s better to scan it instead of taking a photo. Scanning provides a clearer and more uniform image, making it easier to read and reducing the chance of translation
errors. Be sure to scan in PDF format for better results.
If You Use Photos, Do It Correctly
If you don’t have access to a scanner and need to send a photo of the document, follow these recommendations:
-
Make sure the entire page is visible.
-
Don’t cut off text or leave parts of the page out of the image.
-
Avoid light reflections or shadows that make reading difficult.
-
Don’t use flash, as it may obscure parts of the text.
-
Hold the document with both hands or place it on a flat surface to avoid covering important information with your fingers.
Sending Handwritten Documents
Handwritten documents can be hard to read, especially if the handwriting is unclear. To avoid translation errors, we recommend the following:
-
If possible, also send a transcription in Word format or as digital text.
-
Make sure the transcription matches the original document exactly.
-
For proper names, provide clarifications or additional references.
Editable Files
If your document is in Word, Excel, PowerPoint, or any other editable format, send it in its original format. This makes translation easier and preserves the document’s formatting without needing
to rebuild it.
Check the Legibility of the Content
Before sending the document, review it to ensure the text is completely legible. Avoid sending documents with blurry text, smudges, or crossings out that could cause confusion during translation.
Avoid Password-Protected Documents
If the document is restricted or password-protected, provide us with the key so we can access the content. Otherwise, we won’t be able to translate it.
Indicate Specific Requirements
If you need the translation to maintain a particular format or if there are terms that need to be translated in a specific way, let us know in advance. This helps us deliver more accurate work
tailored to your needs.
Organize and Name Files Clearly
If you’re sending multiple documents, name them clearly and in an organized way. For example, instead of “IMG1234.jpg,” use descriptive names like “Birth_Certificate.pdf” or
“Company_Contract.docx.” This avoids confusion and speeds up the translation process.
Preparing documents properly before sending them for translation ensures a smoother and more accurate process. At Total Translations, we work to guarantee the highest quality in every translation. If you have any questions about how to send them, feel free to contact us, and we’ll be happy to assist you.