Translax translation office – translation for business

biuro@translax.eu
+48 22 201 28 66

File preparation for translation

Translation quality is determined before translation begins. Incorrect segmentation, text hidden in graphics, lost layers or a poor conversion can reduce translation quality and multiply the cost of corrections. Since 2010, we have prepared technical documentation, design files and publications so that they move safely through the translation process – ours, your team’s or another provider’s – and can be reassembled without surprises.
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Translation agency translax » File Preparation for Translation

A source file can support translation – or sabotage it

CAT tools and translation engines – including AI – process the structure they receive. A line break inserted in the middle of a sentence splits a logical segment. Text embedded in a graphic may not reach the translation process at all. A multilingual document without proper content separation mixes languages in the translation memory. An incorrect conversion of a technical drawing can remove layers, styles and continued editability.

We solve these problems before translation begins. We prepare material for end clients, localisation teams and, on a white-label basis, other translation agencies.

We prepare each document for a specific process, not simply a specific file format

OCR and document reconstruction

We convert scans, non-editable PDFs and paper documents into files ready for safe segmentation in a CAT environment. We recreate the document’s structure, styles and logic – not just its text.

If several logical pages have been placed on a single sheet, we assess the workload in proportion to the content and required output format.

Technical drawings and diagrams

We work with DWG/DXF and Visio files, as well as electrical documentation, without destroying the vector structure. We preserve layers, styles, line weights and the elements required for further design work.

We prepare the text for translation and, once it has been translated, assemble the material again in the agreed format.

Design formats and DTP

We prepare projects created in InDesign (INDD/IDML), Figma, Photoshop (PSD) and Illustrator (AI). We organise styles, extract text from graphics, protect non-translatable elements and control text flow and line breaks.

After translation, we can provide final DTP typesetting tailored to the target language.

Repairing apparently editable files

Being able to type in a document does not mean that it is suitable for translation. Line breaks in the middle of sentences, manual formatting, text saved as graphics and unstructured multilingual documents cause segmentation errors and increase the cost of quality control.

We organise the structure, protect tags, separate content and lock elements excluded from translation.

Preparation for machine translation and AI

If you translate in your own environment – using DeepL, an AI tool, a CAT system or another process – we will prepare the segmentation, tags, variables and structure required for reassembly. We will also extract content saved in graphics.

If you prefer to outsource the entire process, see our AI translation service for business.

Post-translation DTP and delivery

After translation, we provide final DTP typesetting with typographic checks for the target language. If the full layout does not need to be recreated, we can deliver the material in a bilingual table, with the source text alongside the translation.

This is a practical solution when typesetting is handled by the client’s team or designer.

How the process works

Step 1.

Material – you send a file, sample or representative set of documents and tell us how it will be used.

Step 2.

Assessment – we check editability, structure, format, segmentation and the extent of any reconstruction required.

Step 3.

Preparation – we carry out the agreed OCR, clean-up, extraction, conversion or DTP work.

Step 4.

Quality control and delivery – we check completeness and deliver a file ready for translation, further typesetting or use in the client’s system.

We agree the output format and subsequent process before work begins.
This allows us to prepare the document specifically for translation in a CAT, MT/AI, DTP or client environment.

Not sure whether your file needs preparation?

Send us the material. We will assess its editability, structure and suitability for the planned process free of charge, and recommend the simplest safe approach.

 

SEND A FILE FOR A FREE ASSESSMENT

Why translax?

We treat the file as part of the process, not merely as an attachment.

Engineering, not ‘Save As’

We analyse structure, segmentation, styles, layers, tags and continued editability. We select the preparation method for the actual process, not simply the file extension.

Technical expertise

We combine linguistic expertise and DTP skills with experience in industrial, technical and corporate documentation.

One partner for the entire process

We can prepare the file, translate it, apply the selected level of control and typeset the finished document.

White-label and NDA

We also work as a production partner for translation agencies and localisation teams. Communication with the end client remains with the commissioning agency unless agreed otherwise.

Since 2010, we have prepared technical documentation, design files and publications for safe use in translation processes.

Translax Translation Agency completed a comprehensive translation of technical documentation from Spanish into Polish. The team demonstrated a high level of professionalism and communicated efficiently throughout the project. Translax received 906 A4 pages in PDF format. Thanks to its qualified translators and advanced software, the agency met our requirements for both translation quality and timely delivery.

Patryk Jamiołkowski
Bank Zachodni WBK/Santander

Important details

Pricing after file assessment

The workload depends on the actual condition of the material, not simply its file extension. Being able to select text does not prove that a file is properly editable, and two PDFs with the same number of pages may require entirely different processes.

File assessment is free of charge. You will know the cost and turnaround before work begins.

Back-office support for translation agencies

We provide OCR, DTP and document engineering as a production partner for other translation agencies. We can work on a white-label basis and under an NDA.

Communication with the end client remains with the commissioning agency unless expressly agreed otherwise.

We agree the output format before work begins

We can deliver a CAT-ready file, an editable document, a design file, a publication ready after DTP or a bilingual table. The scope depends on what needs to happen to the document after preparation.

Conversion or preparation?

If you only need a straightforward change of format without altering the content or structure, see our file format conversion service. If the document requires repair, extraction, reconstruction or adaptation for a translation process, you are in the right place.

Send us your file. We will tell you what it actually needs.

We will assess the material’s editability, structure and suitability for the planned process free of charge.

You will receive our recommended preparation method, price and turnaround before work begins.

Contact form:

    You can attach file(s) up to 25 MB (use a ZIP archive for multiple files). For larger files: https://upload.translax.eu.
    By sending a message, you consent to the processing of your personal data in accordance with the GDPR notice and our Privacy Policy.

    Call or write:

    22 201 28 66
    biuro@translax.eu

    FAQ – frequently asked questions

    Does translax only prepare files, or can you translate them as well?

    Both – separately or as a combined service. You can order file preparation for your own translation process, and commission the translation using either a conventional process or one of our three AI options.

    How do you prepare and reassemble DWG/DXF drawings without rasterisation?

    We work with the vector file structure: we extract the text while preserving layers and styles, process it in a controlled workflow and then reassemble the file. The designer receives material that remains editable, not merely an image of the drawing.

    How much does file preparation cost?

    For typical scans and drawings, we use fixed rates based on page or sheet format. We quote unusual material after a free assessment. You will know the cost and turnaround before work begins.

    Do you sign NDAs and work on a white-label basis?

    Yes. We can work as a production partner for translation agencies and localisation teams under an NDA. Communication with the end client remains with the commissioning agency unless expressly agreed otherwise.

    Which file formats do you support?

    We support a wide range of document, design, graphics, engineering and development formats, including Office, PDF, INDD/IDML/INX, MIF, Visio, DWG/DXF, PSD and AI. See our file format conversion page for examples.

    Can you prepare files for a client's own translation process using DeepL or AI?

    Yes. We can prepare segmentation, protect tags and variables, extract content from graphics and preserve the structure required for reassembly. The client performs the translation in their own environment.

    I only need to change a file format. Is this the right service?

    If you only need a straightforward change of format without altering the content or structure, see our file format conversion service. If the document requires repair, extraction, reconstruction or adaptation for a translation process, you are in the right place.

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