Best Practices for Working with a Professional Translator
Whether you need a single birth certificate translated or a thousand-page document set, the way you work with your translator directly affects the quality, speed, and cost of the final product. Follow these best practices to get the most from your professional translation service.
Before You Start: Preparation
1. Define Your Purpose
Tell the translator why you need the translation:
USCIS immigration application — Requires certified translation with Certificate of Accuracy
Court filing — May require notarized translation; specific format requirements vary by jurisdiction
Academic credential evaluation (WES, ECE) — Specific formatting expectations
Personal reference — Less formal requirements
Business use — May need adaptation rather than literal translation
The purpose determines the format, certification level, and approach.
2. Gather All Documents
Before contacting a translator:
Check your document count. Know exactly how many documents need translation. This helps the translator provide an accurate quote.
Organize by type. Group birth certificates together, marriage certificates together, etc. This helps the translator work more efficiently and maintain consistency.
Verify completeness. Make sure every document is complete — no missing pages, no cut-off text, no pages held back "for later."
3. Create Quality Scans
The quality of your scan directly affects translation quality and speed:
Resolution: 300 DPI minimum (higher for handwritten documents)
Color: Color scans are preferred (stamps, seals, and watermarks are easier to read)
Format: PDF is standard; JPEG is acceptable
Orientation: Documents should be right-side up and not rotated
Both sides: If a document has content on both sides, scan both
Flatten: Remove staples and unfold creased documents before scanning
Lighting: Ensure even lighting if photographing documents (avoid shadows)
Poor scans lead to:
Requests for re-scanning (delays), "[Illegible]" notations in the translation, Potential errors if the translator guesses at unclear text, and Higher costs (the translator spends more time deciphering)
4. Identify the Source Language
This may seem obvious, but:
If you're not sure what language a document is in, send a scan and ask the translation company to identify it.
Working with the Translator
5. Provide Context
The more context the translator has, the better the translation:
Case background: "This birth certificate is for a USCIS I-130 application for my spouse."
Name spellings: "My wife's name appears as 'María' on her birth certificate but her passport spells it 'Maria' without an accent."
Specific concerns: "The divorce decree mentions custody. Please be especially careful with the custody provisions."
Known issues: "The date on the birth certificate was corrected by hand — the original date was wrong."
6. Communicate Name Preferences
If there's a preferred English spelling for names:
7. Ask Questions Early
If you're unsure about any aspect of the translation:
Certification requirements — Do you need certified, notarized, or both?
Format — Do you need a formatted translation (matching the original layout) or a plain text translation?
Delivery — Digital only, or do you need hard copies?
Turnaround — Standard or rush?
Ask before the work begins. Changes mid-project are more expensive and time-consuming.
8. Set Realistic Deadlines
Standard turnaround for most translation companies:
1-2 page document: 1-3 business days, 5-10 page document: 3-5 business days, and Large document set (20+ pages): 5-10 business days
Rush service is typically available for an additional fee but:
Planning ahead saves money. Rush fees can add 50-100% to the cost.
During Translation
9. Be Available for Questions
Professional translators may need to ask clarifying questions:
Timely responses to translator questions prevent delays and improve accuracy.
10. Don't Edit While Translation Is in Progress
If you realize you sent the wrong version of a document, or need to add another document:
Communicate immediately, Send the correct version clearly labeled, and Expect a potential cost adjustment if work has already begun
11. Respect the Process
Professional translators follow a systematic process:
Rushing or skipping steps produces inferior results.
After Receiving the Translation
12. Review the Translation
Even if you don't speak the source language, check:
Names — Are they spelled correctly? Do they match your other documents?
Dates — Are dates correct? Are calendar conversions accurate?
Numbers — Are identification numbers, addresses, and financial figures correct?
Completeness — Does the translation cover every page of the original?
Certificate of Accuracy — Is it included and properly signed?
Format — Does it meet your specific requirements?
13. Report Issues Promptly
If you find an error:
14. Keep Everything
Retain copies of:
Original documents (scans), Translated documents, Certificate of Accuracy, and Any correspondence with the translator
You may need the translation again for future applications (renewal, derivative benefits, naturalization).
Common Mistakes Clients Make
Mistake: Using Google Translate as a Draft
Some clients use Google Translate to create a "draft" and ask a translator to "just review it." This usually costs more than starting from scratch because:
Mistake: Using Unqualified Translators
Friends, family members, or bilingual coworkers may be fluent in conversation but:
May not understand legal, medical, or technical terminology, May not know certification requirements, May not maintain the objectivity needed for accurate translation, and Cannot certify their own translation for family members' USCIS applications
Mistake: Waiting Until the Last Minute
Rush requests are manageable, but last-minute panic often leads to:
Missing documents discovered too late, Incomplete scans that need re-scanning, Higher costs for rush service, and Unnecessary stress
Mistake: Not Reading the Finished Translation
Some clients submit the translation without reviewing it. If there's an error (in the original document or the translation), catching it before submission is far easier than dealing with an RFE or rejection.
Mistake: Ordering Translations Piecemeal
Sending one document today, another next week, and a third next month:
Prevents the translator from maintaining consistency across documents, May result in higher per-document costs, and Makes it harder to track the project
Better approach: Gather everything, send it together, and benefit from package pricing and consistent terminology.
Building a Long-Term Relationship
If you regularly need translation services (attorneys, businesses, organizations):
Use the same translation provider consistently, Provide feedback on previous translations, Share glossaries or preferred terminology, Negotiate volume pricing, and Establish a streamlined submission and delivery workflow
A translator who knows your business, your terminology, and your expectations will deliver better results faster.
Link Translations
Link Translations makes working with a professional translator easy: