Preparing files for translation: a practical checklist

Most translation delays and cost overruns happen before a single word is translated — in how the files were prepared. A little prep work up front saves days later. Here's a checklist to hand off content the right way.

Send editable, structured files

Whenever possible, share the source format, not a flattened export:

• Documents: .docx, .idml (InDesign), not a final PDF
• Software / apps: .json, .xliff, .po, .resx — the actual string resources
• Subtitles: .srt or .vtt
• Spreadsheets: keep one language per column, with stable keys

Translating a PDF means re-creating layout by hand. Editable files keep formatting intact and costs down.

Separate text from code

In software strings, keep translatable text out of your logic. Use placeholders ({name}, %s) rather than concatenating sentences, and add a comment explaining each variable so linguists translate accurately.

Finalize the source first

Translate content that's actually done. Every edit to the source after handoff multiplies across every target language. Lock the source copy, then send it.

Give context

Context is quality. Include:

• Screenshots or a staging link so linguists see where text appears
• A short brief on tone, audience, and any words to leave untranslated
• Your glossary/termbase if you have one (product names, brand terms)

Flag length constraints

UI buttons, titles, and subtitles have space limits — and many languages run 20–30% longer than English. Note any character limits so translators adapt rather than overflow.

Confirm scope and targets

List your source language, target locales (e.g., fr-FR vs fr-CA), file inventory, and deadline. Precise locales prevent the wrong-variant problem later.

The payoff

Clean handoffs mean faster turnaround, lower cost (through translation-memory reuse), and fewer review cycles.

Not sure your files are ready? Send us what you have — at Localyn we'll review the package and tell you exactly what to tidy up before we start. Request a quote.