How should I use the services of a professional translator?

Business is changing and it is changing fast. More and more companies now find that English is not enough. They need translation, they need to transfer the meaning between the written or printed forms of English into and out of another language or languages.

This need could range from understanding the meaning of incoming correspondence in foreign languages to the task of producing material (promotional or technical) in the language of foreign clients or associates.

The effects of inadequate translation can vary from the hilarious to serious misunderstanding and even offence on the part of the recipient. While we may relish the howlers perpetrated by translators of foreign language notices and instructions into English ‘ Not to perambulate the corridors in the hours of repose in the boots of ascension.…’, -- A sign in an Austrian hotel catering to skiers. quote extracted from Engrish.com.

We are often unaware that reciprocal errors are amusing, baffling or enraging our customers!

Whom should I employ and on what basis?

Depending on how often this need arises and the level of technicality required, you might either employ competent linguists as in-house staff translators or buy in the services of a freelance translator (whom you might contact personally or through an agency) or a translation company.

Translation companies (rather like large law firms) can collectively offer a wider-ranging service than individual translators (who may nonetheless be excellent in their chosen areas). However, an individual or free lance translator is one who can get to know you comp=any better and who can anticipate your needs more accurately.

Translation companies, because they employ their staff on a regular basis, are more likely than agencies to be able to vouch for the competence of the staff they offer you. If you deal with either an agency or a company, it is worth enquiring what quality assurance systems they operate with respect to their employees. Do they insist on the employee having a Diploma in Translation?

What is the minimum required level for any language from which they translate?

Competence, in the context of business or industry, may often be best provided by a fluent or native writer of the target language who is also experienced in the specialist field in which you want them to work. When engaging a translator, there are three competences to look for:

1. Expertise

Most professional translators restrict their field of work often to one language and to a limited range of specialist subjects. They translate into their mother tongue or the language they speak at home.

2. Experience

Irrespective of formal qualifications, experience is the best attribute. It is also the most difficult to assess. References from a company with which the translator has regularly worked are a valuable guide.

3. Qualifications

It should also be apparent when you talk to a translator whether they are organised and systematic in their approach to your requirements. They will probably be proactive and suggest helpful approaches to the task.

The most widely recognised qualifications within the private sector are those of the Institue of Linguists or those of the Institue of Interpreting and Translating but most traditional honours degree graduates in languages will have been trained in the languages on a diet of translations.

Moreover many modern languages graduates, especially those from redbrick and technological universities and the former polytechnics will probably have had a more vocational diet: in some instances they may have taken specialised options in translating, in translating techniques or in linguistic analyses; in others they may have continued to a postgraduate course in translation.

You will of course need to specify from what language to what other language or languages you require translation. It is customary for professional translators to translate into their mother tongue or the language they speak at home rather than into a language which is foreign to them.

Once engaged, the translator must be clear about the nature of the task and the required outcome.

Translators' Fees

Fees vary in accord with requirements:

NB. It is usual for a translator to offer two scales of charges: one for direct contract with the client: the other for commissions through an agency.

Pricing

Prices are normally (though not always) assessed according to 1000 words or equivalent of source language (i.e. the language from which the work is commissioned. Languages not employing the Latin alphabet require special attention). It is unusual but not unknown for translators to quote in folios (72 words) or key strokes. Progressively the target count, as identified on disk, is becoming the basis the costing.

Costing

The general band of costs ranges from £50 to £100+ per 1000w although extremes to this band are not uncommon, at which point the subject is a matter for negotiation, especially if the original text requires extra special expertise or the target language is relatively obscure.

Proofing

In normal terms proofing charges constitute 10% minimum of relative translation costs.

Abstracting

This is a service in ever-increasing demand. Many companies prefer to pay for an abstract or summary of a text at 15% minimum of the translation fee. Subsequently the decision may be taken to translate in full.

Surcharges

These may include extra speed/sophistication of presentation e.g., a rapid turnaround (10%+), special delivery (e.g. courier), sophisticated presentation, stylising etc.

Finances

Translations can often involve a range of services. Sometimes the translator is involved in sub-contracting (e.g., to printers) and others. Large commissions may require 'forum response' from a group of translators. Extensive financial commitment can be a burden. In such instances some form of financial guarantee - perhaps a percentage of agreed final price - can be negotiated as payment in advance.

Turnaround Time for Translations

Most translators nowadays use advanced software. A daily turnaround of 2,000w used to be the norm. The current norm could be 50% higher than this word count. This figure can often doubled or trebled. But with dictaphone, secretarial support and other back-up facilities some translators achieve much higher production rates.

Most translators work under extreme pressure and often on their own. The art and science of translating do not receive just recognition: the place of translation in the production programme invariably suffers from earlier time loss and the need for clients to get back on schedule.

The pressures to rush the job, take short cuts and improve turnaround time should be resisted. Work is almost always required yesterday! The translator, while showing s/he can deliver, must establish a relationship with the client to agree a realistic deadline for submission of copy. An inadequate translation is detrimental to translator and client alike.

Professional Indemnity Insurance

Indemnity insurance provides financial protection for translators and translation agencies alike. It covers the cost of defending claims and any damages payable should a client suffer financial loss as a result of alleged neglect, error or omission.
Like anyone concerned with providing professional services, the translator or agency must consider the implications of offering a professional service. Indemnity insurance is increasingly more difficult to arrange - the risks are high, procedures may involve lengthy analysis of staff - but anyone involved in translating or offering translation services would be ill-advised not to have cover. This cover may be held personally by the translator or collectively by the agency. Agency indemnity may cost from £250 p.a. minimum for £0.25m. of cover.

What does the translator need to know about the translation task?

Apart from the obvious matter of which languages are involved, a translator must be briefed as to the purpose, the target readership, and the required quality and style of the translation. It can be very helpful to the translator if reference material in the form of prior documentation can be provided (e.g. earlier technical specifications in the language of the intended translation). If they are given a regular contact person in the company who is familiar with the material, a lot of time can be saved in clarifying problems arising.

What practical issues need to be made clear?

In determining needs, it is often useful for the translator to have studied the client's promotional literature and, wherever appropriate, any other documentation that will help in understanding the organisation, its product, services, approach etc. If translations have been commissioned before, they will be useful reference to preserve house-style and continuity of register.

The translator must know whether they are required to incorporate any layout and typographical features into their finished version and in what form they should submit it (e.g. in hard copy or on disk and if the latter in which word-processing or desktop publishing application).

Delivery dates and legal and financial matters regarding the translation should be discussed and fully agreed before the work is undertaken.

The following checklist identifies the points in defining client needs. Items followed by * indicate that surcharges would be customary.

Completion Date

Is the translation required for a specific date or a general date?

Delivery

Is the translation to be collected, posted (Normal, recorded*, registered*), sent downline (Fax*, modem* etc.) or sent by other means? (Courier* incl. bike, car, taxi etc.)?

Use

Is the translation for information or publication* (subsequent proofing*)?

Requirements

Are there any special requirements* for the translation which affect presentation and applicability such as script for voiceover, camera-ready form or legal incl. litigation purposes requiring sworn statements* etc.?

Presentation

Are there any special requirements*?
• paper quality
• paper format
• copy format other than original
• special pitch
• binding
• additional copies
• pagination

Non Text

Should diagrams, graphs etc. be redefined* or given Translation inserts + numbered key* or mounted in text*?

Medium

Is the translation to be presented on disk* or other electronic medium*?
Are there any special requirements?
• Disk type
• Disk format
• Data format
• Software
• Other

Supplementary Services

What supplementary services* will be required?
• Extensive UK communication
• International phone calls/communication
• Interviews
• Visits
• Other

References (In-house)

What company reference material relating to the style, register and/or content of the translation is available?
• Glossary or terminology list
• Company literature
• Previous draft translations
• Target language references
• Supplementary material (illustrations etc.)

References (public)

Are there public standards governing the translation?
• Published references
• International tenets/guidelines
• Other

Contact

Who can be contacted in the event of a query?
• Name
• Role
• Address
• Tel. no.
• Fax no.
• Availability
• Substitute

Other useful contacts:

Here are the web sites of professional associations you might wish to contact for further advice.

The Chartered Institute of Linguistics
The Institue of Translation and Interpreting
The Association of translation Companies (ATC)

Contact