Hiring an experienced legal translator is always the right way to go, but there’s more to the process than just finding the right professional. You can set your translator up for success by providing everything they need and preparing your documents for translation.
Keep reading and we will walk you through the steps to prepare your documents for a precise translation.
Before sending your documents for legal translation, ensure:
- All sections are complete and approved
- The content is clear and unambiguous
- Provide context or background information if necessary
Tip: The clearer your original document, the better the translation will be. Organize your documents uniformly so they’re consistently translated in both style and format.
Remove Unnecessary Content
Before sending your legal document for translation, take a moment to review its contents. Remove any internal notes, comments, or irrelevant information that doesn’t require translation. This step serves two important purposes:
- It streamlines the translation process, allowing the translator to focus solely on the essential content.
- It reduces the risk of confidential or internal information being inadvertently translated and shared.
Tip: Use the “Comments” feature in your word processing software (e.g: Microsoft Word) to highlight any sections that should be excluded from translation.
Use Editable Formats
The format of your document can significantly impact the translation process. Always provide your documents in editable formats, with Microsoft Word being the most widely accepted. Here’s why this matters:
- Editable formats allow translators to work directly within the document, maintaining the original structure and formatting.
- It enables the use of translation memory tools, which can improve consistency and reduce costs for future translations.
- Avoid PDFs unless absolutely necessary, as they can be difficult to edit and may require additional formatting work.
Remember: If you must use a PDF, inform your translator in advance so they can prepare accordingly or provide a quote for any additional formatting work required.
If you’re sending in photos of your documents, make sure they are well-lit and all the text is legible on the screen.
DO NOT FAX DOCUMENTS
Faxes produce low-quality copies which will compromise the accuracy of the translation and cost you extra.
How to get a high quality scan:
Use the black & white setting on your scanner rather than color or gray-scale. Providing black & white copies between 300 dpi and 600 dpi will produce the best readable version possible. Use the higher end of the range when the text is very small, such as below 9-point, or for handwritten documents.
Highlight Special Requirements
Clear communication about your specific needs can save time and prevent errors. Be sure to highlight:
- Any particular formatting requirements
- Sections that need special attention or treatment
- Parts of the document that should remain untranslated (e.g., proper nouns, technical terms)
By providing this information upfront, you enable your translator to meet your expectations more accurately and efficiently.
These practices not only help ensure high-quality output but also streamline the process, potentially saving you time and money.
Remember, effective translation is a collaborative effort. By preparing your documents, you’re partnering with your translator to achieve the best possible legal translation.
Looking for a legal translator? Legal Interpreters LLC is the right place for you. Contact us for a quote and we’ll provide you with the high quality legal translation you deserve.
Written by Valentina Rodriguez