From a translation agency’s perspective, the difference between well-prepared materials and unclear input is often crucial. If a document first needs to be “cleaned up” — converted from a scan, terminology unified, or missing parts added — the translation takes longer, costs more, and carries a higher risk of inaccuracies. Yet just a few simple steps can make all the difference.
For example, we recently worked on the translation of a large set of technical documentation for an export company. Thanks to perfectly prepared source files, we completed both the translation and DTP several days ahead of schedule — and without a single revision. Let’s take a look at how to achieve such results.
1. Work with the final version of the text 
It may sound obvious, but translation often starts before the text has been approved. Every later change means additional edits, revisions, and lost time. Always translate the final version of the document — ideally without comments or notes.
Example: A company sent us a draft version of a technical manual. A week later, they delivered an updated version with changes in half of the chapters. The result? Double processing, an extended deadline, and unnecessary extra costs.
2. Use clear and consistent language 
Your text should be clear, logically structured, and terminologically consistent. Ambiguous wording or frequent synonym changes slow down translation and increase the risk of errors. If your company uses a terminology list or glossary, include it with the translation request. It helps maintain consistency across all your materials.
Tip: You can easily create a basic glossary in Excel. Include the source term, its approved translation, and usage notes. Over time, you’ll build a company terminology database that will make every future translation easier.
3. Provide editable formats 
The document format affects not only translation speed but also the possibilities for subsequent layout or design work. Translating from a scanned PDF is time-consuming and often requires additional DTP adjustments
Ideally, provide the text in editable formats e.g., Word, Excel, InDesign, that can be efficiently processed using CAT tools. If you have graphic materials, include them as well — it will make localization of visual elements easier and speed up the entire process.
4. Clearly mark what should (and should not) be translated 
Besides the text itself, the instructions you give to translators are also important. Documents often contain sections that don’t need to be translated — such as internal notes, number tables, or passages in other languages.
Clearly marking these segments saves time and money. It’s equally important to highlight which parts should be translated in multilingual documents, to avoid confusion about what belongs in the translation.
5. Organize your materials clearly 
Every translator knows files named “final_v3_new_revised_last.” Clear file names and a well-organized folder structure greatly speed up orientation and reduce the risk of confusion.
Also include any reference materials, manuals, or previously translated texts that can serve as guidance and help maintain consistent style and terminology.
6. Provide context and purpose for the translation 
Beyond the text itself, the information you provide to translators plays a key role. Let them know who the target audience is, what the tone or style should be (formal, marketing, technical), and where the translation will be used — for example, on a website, in a catalogue, a contract, or a presentation. This allows the translator to adapt the text to its purpose and to reader expectations.
7. Use technology to your advantage 
Long-term cooperation with a translation agency allows you to benefit from terminology databases and translation memories (CAT tools). These ensure consistency across projects, speed up the process, and reduce costs.
If you don’t yet have such a database, the agency can start building one from your very first project — a major advantage, especially for multilingual or recurring translations.
Quick checklist — before sending your text for translation
- Prepare the final version without comments
- Use consistent terminology
- Provide editable formats
- Mark which parts should be translated
- Organize files and folders clearly
- Specify purpose and target audience
- Make use of terminology databases and CAT tools
Summary: A little preparation goes a long way 
Proper preparation of source materials for translation is an investment that pays off in lower costs, shorter turnaround times, and more accurate results. Well-prepared materials also make follow-up services — such as localization, DTP layout, or proofreading — much smoother.
Whether you’re translating a few pages or an entire set of documentation, spending just a few extra minutes on preparation will lead to a professional outcome without unnecessary complications.
document translation preparing texts for translation terminology glossary CAT tools efficient translation
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