How to prepare files and a brief for a translation project

1. Send editable files

Whenever possible, send the original editable files: documents, spreadsheets, subtitle files or exported website text, rather than PDFs or screenshots. Editable files let the translator count words accurately, use translation tools that keep terms consistent and return the text in the same layout. If you only have a PDF or images, say so up front; extracting the text adds time and cost.

2. Describe the audience and region

Name the target language and the region. Spanish for Spain and Spanish for Mexico, or Portuguese for Portugal and Brazil, differ in vocabulary, spelling and tone. Describe who will read the text, such as customers, staff or technical users, and how formal it should be. If the content needs adapting for culture, units, currencies or examples, that is localization rather than straight translation. Our translation vs localization article explains the difference.

3. Prepare a glossary and do-not-translate list

List your product names, key features, industry terms and any existing translations you want to keep. Mark words that should stay in the original language, such as brand names. For an ongoing project, ask the translator to build and share the glossary as they work, so future translators can use it too. Consistent terms make your materials look professional and avoid confusing customers.

4. Share style and tone notes

If you have a brand voice guide, share it. If not, give a few notes: whether to address readers formally or informally, how to treat headings, and examples of past content you liked. For marketing text, tell the translator whether they may rephrase freely to keep the message natural, or should stay close to the original.

5. Give context

Translators work best when they can see how text will be used. For websites and apps, share screenshots or a link to the live pages. For short strings such as buttons and menus, note character limits. For subtitles, share the video so the translator can match timing and tone; see our subtitles and captions guide. Answer questions quickly, because a single unclear phrase can hold up a whole project.

6. Plan review and corrections

For important content, plan a review by a second native speaker or a colleague who knows the subject. Agree on how feedback will be given and how many correction rounds are included. Separate genuine errors from personal preferences, and add preferred terms to the glossary so they are used next time. After layout or publishing, do a final check in the real format, because text can be cut off or broken when inserted into designs.

7. Allow realistic time

A professional translator typically handles a few thousand words per day, and less for technical, legal-style or highly creative text. Rushed deadlines often mean splitting work between several translators, which makes consistent terms harder to keep. Plan time for the translator's questions, for review and for corrections after layout. If you will translate content regularly, such as monthly product updates, agree on a routine with the same translator so they build knowledge of your products and style over time. Familiarity is one of the biggest drivers of quality and speed in ongoing translation work.

Pre-hire checklist

• Editable source files and an approximate word count.
• Target language, region and audience described.
• Glossary and do-not-translate list.
• Style notes and formality level.
• Screenshots, links or video for context, plus character limits.
• Review process and correction rounds agreed.
• Deadline that allows time for questions and review.

Keep the final translations, glossary and style notes together. They make future updates faster and cheaper. Our translation guide explains how to compare translators and what packages usually include.