Preparing a document for translation

There’s no secret sauce. Make sure you understand the document’s purpose, have the right reference material, and can handle the file format. Here’s my usual workflow:

1. Organise the client files. Separate reference files from files to translate and don’t hesitate to rename cryptic filenames. I first create a project folder named
   YYYYMMDD Client, End client, Language — e.g., 20140721 Arrow Translations, Ford, EN>ES.
   Use subfolders such as TM, Instructions, Reference translations, etc. (More on folder organisation above.)
   
   

2. Read the whole document. It’s tempting to dive straight in, but a quick read-through saves time: you’ll spot issues early and have room to ask the client or research solutions.
   If it’s the nth SDS for the same plant, I may skim—but I still scan every page.
   
   

3. If you’re using a CAT tool (you usually should):
   
   

   • Prepare the source file for CAT processing. This can take seconds (clean DOCX) or hours (difficult PDF).
     
     

   • Prepare references for the CAT tool: terminology and translation memories.
     
     

   • Test export/build. Check that the tool can recreate the target file in the original format. Better to discover problems early.
     
     

4. Clarify audience and client preferences: tone, spelling variant, T/V form of address, acronyms, style choices, etc.

© 2025 Alejandro Moreno Ramos, www.ingenierotraductor.com