- Send the final version of a text
Make every effort to ensure that the text you send for translation is the final, revised version. If that’s not possible, the least you can do is to highlight any last-minute changes or make them visible by using a word processor tool that tracks changes made. Expect to be charged accordingly and, depending on how much of the text has been altered, to renegotiate the deadline.
What you definitely should avoid is an endless back-and-forth of emails with various versions of the same text, especially after the translator has started his/her job—this is the perfect recipe for wasting time and, most likely, wasting money.
- Send editable files
Translators translate. Simple, right? Yet, some people think they can send a translator an image and have it back with everything exactly the same, except for the language. Well, it’s totally feasible, but this is another service your translator can offer you—and not all translators do. Some of us love desktop publishing and have a great time formatting texts, making charts, preparing tables, creating images… whereas others aren’t very good at it, don’t like it, or simply think it’s not worth the time it takes them. They’d rather focus on what they do best: translations.
Most translators will ask you for an editable file. That said, editable PDFs are OK but not ideal. Sometimes it’s also possible to copy the content from a given file and paste it into a word-processor file, but some of the formatting might be lost. This happens especially when the document has other than plain text.
The best file format can not only be edited, but is also supported by the computer-assisted translation tools (CAT tools) that your service provider uses. Now a brief parenthesis is crucial here: CAT tools and, more specifically, translation memory software, are NOT the same as machine translation tools (more on these two subjects in the future). In a nutshell, a translation memory is a file that stores the sentences/segments translated by the user. So if your translator comes across the same or similar content, the software offers a prompt of whatever s/he has written in previous texts, helping to maintain consistency. One of the advantages of such tools is that the formatting is usually left untouched.
In cases when you don’t have an editable file, reactions will vary from translator to translator. You might be asked to send the material to a professional who can transform it into an editable text before the translator does his/her job. The translator might choose to type the translated text into a word-processor file, and you’ll be responsible for the final formatting. Alternatively, the translator might offer to do the formatting for you (and charge accordingly) or refer you to a colleague who can do this task.
The perfect way to end this part of the discussion is by using an excerpt from the January 2007 section “Business Smarts” of the ATA Chronicle (a journal of the American Translators Association), entitled “Working with PDFs”:
“Some colleagues have established a fixed surcharge for working from hardcopy and PDF documents to compensate for the extra formatting requirements and the difficulty of using computer-assisted translation tools. In many cases, even direct clients will provide an editable copy of documents […] if they are informed that translating a PDF document takes longer and therefore costs more.”
As this article shows, it’s also a matter of reducing the margin for error:
“They [translation buyers] may also be pleased to learn that a translator working from native word-processor files can offer better quality and accuracy, since elements such as tables and lists do not need to be laboriously (and possibly inaccurately) re-typed.”
It should be clear by now that collaborating with your translator is not only about making his/her life easier. Most importantly, it’s about doing what you can to get the best possible end product.
On a lighter note…
By Alejandro Moreno-Ramos