Download Translation Project Brief Checklist (PDF)
Before You Start
Most translation problems don’t start during translation. They start before it — with incomplete briefs, unclear expectations, and missing context.
This checklist takes five minutes to complete. It saves days of back-and-forth and significantly reduces the risk of receiving translations that miss the mark.
Source Material
- Source files provided in editable format — Word, InDesign, FrameMaker, XML, or HTML. Not locked PDFs (these slow the process, increase cost, and reduce accuracy)
- All files included — every document that forms part of this project, clearly labelled
- Source content is final — no pending revisions, no “TBC” sections, no draft content that will change after translation has started
- Word count confirmed — or noted as “please assess” if you can’t count it (e.g., image-based content)
- Images with embedded text identified — diagrams, screenshots, UI mockups, or illustrations containing text that also needs translating
- Source language confirmed — usually English, but specify if multiple source languages are involved
Languages and Markets
- Target languages listed specifically — “Brazilian Portuguese” not “Portuguese”; “Simplified Chinese” not “Chinese”; “European Spanish” not “Spanish”
- Market variants noted — if there are regional differences that matter (e.g., Austrian German vs German German; Canadian French vs France French)
- All languages for this project listed in one place — don’t drip-feed languages after the project has started; adding languages mid-project disrupts workflow and can affect consistency
Context
- Document type described — what is this? User manual, marketing brochure, safety data sheet, website content, contract, training module, technical datasheet?
- Audience described — who will read this? Engineers, consumers, procurement teams, patients, factory operatives, regulatory authorities?
- Purpose stated — what should the reader do or understand after reading?
- Destination noted — where will this be used? Website, printed document, packaging, regulatory submission, internal platform?
- Tone specified — formal, semi-formal, informal, technical, conversational? If it varies within the document, note where
Terminology and Reference
- Glossary or term list provided — even an informal spreadsheet of key terms with preferred translations
- Terms NOT to translate listed — brand names, product names, acronyms, industry-standard terms that should remain in English
- Previous translations provided — earlier versions, related documents, or translations from other providers. These build translation memory and ensure consistency
- Brand or style guidelines attached — if applicable
- In-market reviewer identified — if someone will review the translations, who are they and what’s the feedback process?
Technical Requirements
- Output format specified — same as source? Different format? Print-ready PDF? Bilingual document?
- DTP requirements noted — should the translation agency handle desktop publishing, or will you manage layout?
- Any regulatory or compliance context noted — is this documentation subject to CE marking, EU MDR, REACH, or other regulatory requirements?
- Certification requirements noted — does this translation need to be certified or sworn?
Timeline and Logistics
- Deadline provided as a specific date — not “ASAP” or “as soon as possible”
- Interim milestones noted — if certain languages are needed before others, or if there are review stages
- Contact person named — one person for questions and approvals, not a committee
- Budget constraints communicated — if there’s a budget ceiling, say so upfront rather than after the quote arrives
- Quote required before proceeding? — make this clear so the project isn’t held up waiting for approval
Pro Tip
The single most valuable thing you can provide with any translation brief is previous translations. Even if they were done by a different provider, even if they’re for a different product in the same range — they give the translation team a foundation of established terminology, preferred phrasing, and stylistic reference. This improves consistency, reduces cost through translation memory leverage, and speeds up delivery.
If you don’t have previous translations, a glossary of key terms is the next best thing. Even ten terms with preferred translations makes a measurable difference to the result.
Need Help?
Download more resources: bubblestranslation.com
Questions? info@bubblestranslation.com | 0870 777 7750
Bubbles Translation Services — Better briefs, better translations, since 2003
