By Sandra Bologna
When you need a quote for your translation, you simply call
or email the agency and ask for one. What you don’t expect,
is the array of questions about your translation from the agency
quoting your request. From what format the documents are in,
to how you would like the files delivered to you and everything
in between –when requesting a quote for translation, or
typesetting services, there is certain information that you
will be required to provide to the translation agency. If you
have this information readily available, you will save a great
deal of time in back and forth emailing, or, if the request
was made by phone; you can bypass some overwhelming and sometimes
intimidating questions regarding your files. The more information
the translation agency has regarding your documents, the more
accurate your quote will be. This will also allow you to see
exactly where the costs are coming from.
What should you have on hand before you call? Outlined below
are some questions that you should expect to be asked and the
information that you should have ready.
What language is your document in, and in what language
do you want your translation?
Although this might be obvious; you must know what language
the source documents are in, and into what language you need
the translation. You might also be asked where the target country
is. In addition to knowing the source and target languages,
you will also need to know where, or for whom the translation
will be used. This is important because some languages vary
depending on the target country.
For Spanish, you will be asked if you want Latin American or
Mexican Spanish for use in Mexico, or if you would like the
translation to be in European Spanish —which is most commonly
used in Spain.
If you require a French translation, you should request a translation
into Canadian French for the Canadian market, and into European
French, for the European market.
For Chinese, there are two distinctions; Traditional Chinese,
which is used in Taiwan and Hong Kong, and Simplified Chinese,
which is used in Mainland China. If you are not sure where the
document is to be used, it is best to ask for a translation
into Traditional Chinese.
Portuguese will vary depending on whether your translation
will be used in Portugal or Brazil.
What is the subject of your documents?
You will also be asked what the document is about. Knowing the
subject of your document is necessary for determining how technical
it is. Sometimes there will be a surcharge for highly technical
documents. The agency should only select those translators who
are professionally qualified and experienced in the specific
subject field. If you know what field the subject of your document
is in, the agency will be in a better position to select a translator
and editor team.
What file format are your documents in?
The agency will need to know what format the document is in,
and what format you will be providing them with. Is the document
in Word, Excel, or Access? Is it a PowerPoint presentation?
Is it a website that requires localizing? Are they Quark files?
You might also be asked if you need typesetting services for
your translation. If such services are needed, you will have
to provide all source files with finalized designs (Quark, InDesign,
etc.) and all image files. These files are required to produce
print-ready files of your translation.
What about word count?
You do not need to know the exact word count of your documents.
The agency will figure this out for you. Depending on the length
and type of your document, the agency may use translation software
to evaluate your data and count how many repetitions there are
in the document. Discounts should apply to documents with a
lot of repetition. If translation software is used, the agency
should send the Translation Memory with final delivery of your
documentation. You would then be able to use this Translation
Memory in the future, if you require revisions to the translation,
which would reduce time and costs considerably.
What if you have a website to translate?
If you are requesting a quote for your website: it is possible
for the agency to download your website, analyze the data, and
provide you with a cost estimate. Although often this method
does not prove to be accurate, and large inconsistencies can
result (particularly if you have a dynamic site). The preferred,
and most accurate method, would be to send the agency all of
the source material (i.e., HTML files, images with text, and
text files). You should then be provided with an accurate cost
structure and delivery time. If you are concerned about confidentiality
matters, and prefer not to send the source files; the first
method should be employed.
What else should I know?
The agency should be capable of delivering the files in your
preferred format. If requested, the agency should be able to
provide you with a methodology of the processes involved in
your project from start to finish.
Having these answers handy before you call will help you get
an accurate quote in no time.
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