How to Prepare Documents for Translation: Save Time and Money
Proper document preparation before submitting files for certified translation can significantly reduce turnaround time, lower costs, and prevent errors. Whether you need a single birth certificate translated or a 200-page legal package, following these preparation steps ensures a smooth experience.
Step 1: Gather All Documents
Make a Complete List
Before contacting a translation service, create a list of every document that needs translation. Common scenarios include:
For USCIS immigration filing:
Birth certificate, Marriage certificate, Divorce decree (if applicable), Police clearance certificate, Academic transcripts (if required), Medical records (if applicable), Military records (if applicable), and Financial documents (for I-864 Affidavit of Support)
For university admission:
Academic transcripts (all years), Diploma or degree certificate, Course descriptions (if requested), and Letters of recommendation (if in a foreign language)
For legal proceedings:
Court orders or judgments, Contracts, Witness statements, Expert reports, and Correspondence
For business:
Articles of incorporation, Financial statements, Contracts, Board minutes, and Patent documents
Check for Missing Documents
Often, people discover during the listing process that they are missing a document. It is better to discover this now than after you have already ordered translations for everything else.
Include Supporting Documents
Some primary documents reference other documents. For example:
A divorce decree may reference a marriage certificate, A court order may reference previous rulings, and A business contract may include attached exhibits
Include all referenced documents so the translator can maintain consistent terminology.
Step 2: Create High-Quality Scans
Scanning Best Practices
The quality of your scan directly affects translation quality and speed. Poor scans lead to:
Translators spending time deciphering text instead of translating, Potential errors when text is unreadable, and Requests for better copies (adding days to your timeline)
Resolution: Scan at 300 DPI (dots per inch) minimum. This provides clear, readable text. Most modern scanners and scanner apps default to 300 DPI.
Color: Scan in color, not grayscale or black and white. Color scans preserve:
Format: Save as PDF. Do not submit JPEG, TIFF, or other image formats unless specifically requested. PDFs maintain quality across devices and are the standard format for document exchange.
Orientation: Scan documents so text is right-side up. Avoid scanning documents sideways or upside down.
Common Scanning Mistakes
Phone photos instead of scans. A photo taken with a phone camera on a desk almost always produces:
Uneven lighting (shadows, glare), Skewed perspective, Fingers or background visible, and Lower resolution than a proper scan
If you must use a phone, use a scanner app (CamScanner, Adobe Scan, Microsoft Lens) that corrects perspective and enhances contrast.
Cropped pages. Make sure the entire document is visible in the scan, including all edges, stamps, and marginal notes. Do not crop to just the "important" part.
Multi-page documents scanned out of order. If a document has multiple pages, scan them in order and save as a single multi-page PDF.
Scanning through plastic sleeves. Remove documents from plastic sheet protectors before scanning. Plastic creates glare and reduces clarity.
Step 3: Scan Both Sides
Many official documents have content on both sides:
Birth certificates — Some countries print on both sides, or the back may contain authentication stamps
Passports — Visa stamps on multiple pages
Academic transcripts — Often printed on both sides
Notarized documents — Notary stamps may be on the back
Rule of thumb: If there is any text, stamp, seal, or handwriting on the back of a document, scan it. When in doubt, scan both sides.
Step 4: Organize Your Files
File Naming
Name your files descriptively:
✅ Birth_Certificate_Maria_Garcia.pdf, ✅ Marriage_Certificate_2019.pdf, ✅ Academic_Transcript_University_of_Seoul.pdf, ❌ scan001.pdf, ❌ IMG_4523.jpg, and ❌ document.pdf
Clear file names help the translation service assign the right translator and quote accurately.
Group Related Documents
If you have multiple documents, group them logically:
All documents for the same person together, All documents of the same type together, and All documents for the same purpose together
Number the Pages
If a multi-page document's pages are not numbered in the original, note the page order so the translator maintains the correct sequence.
Step 5: Note Special Instructions
Specify the Purpose
Tell your translation service where the translation will be used:
USCIS, Court (specify which court), University (specify which university), Credential evaluation agency (WES, ECE, etc.), and Foreign government (specify which country)
Different destinations may have different formatting requirements.
Identify the Language
This may seem obvious, but not always:
If you are unsure which language your document is in, say so. Professional translation companies can identify languages.
Highlight Problem Areas
If any part of your document is:
Handwritten and potentially difficult to read, Faded or damaged, Partially obscured by stamps or stickers, and Written in an unusual script or dialect
Note these areas so the translator can pay special attention.
Specify Name Spelling
If your name is spelled differently on different documents (common with transliterated names), specify which spelling should be used consistently — usually the passport spelling.
Indicate Urgency
If you have a deadline, state it clearly:
"I need this by Friday, March 15", "My USCIS filing deadline is April 1", and "My court hearing is next Wednesday"
This allows the translation company to assign the right level of priority and give you an accurate timeline.
Step 6: Review Before Submitting
Checklist Before Submission
Before sending your documents to the translation service:
[ ] All documents are scanned (not photographed), [ ] Scans are at least 300 DPI, [ ] Scans are in color, [ ] Both sides of each document are scanned, [ ] All pages are included and in order, [ ] Files are named descriptively, [ ] You have specified the purpose of the translation, [ ] You have identified the source language, [ ] You have noted any special instructions, [ ] You have stated your deadline (if you have one), and [ ] You have provided your preferred name spelling
Step 7: Submit Electronically
Most translation services accept documents via:
Email — Attach PDFs directly
Upload portal — Many companies have secure upload pages
Cloud sharing — Google Drive, Dropbox, OneDrive links
Security note: If your documents contain sensitive personal information (Social Security numbers, financial data, medical records), ask about the translation company's security practices. Reputable companies use encrypted email, secure file transfer, and maintain confidentiality agreements.
What Happens After You Submit
Typical Workflow
Your Responsibilities After Submission
Respond promptly if the translator has questions about unclear text or name spellings
Review the delivered translation for obvious issues (name spellings, dates)
Request revisions immediately if you spot an error
Keep copies of both the original documents and the translations
Link Translations: Easy Document Submission
Link Translations makes document submission simple:
Email your documents directly or use our secure upload portal, Receive a free quote within hours, Clear communication throughout the process, Free revisions if anything needs adjustment, and Certified translations with Certificate of Accuracy