Professional translation process

LinguaVox follows a structured professional translation process so that files, instructions, terminology, review stages and delivery requirements are controlled from the first enquiry to final handover. The process is adapted to the project: a one-page certificate, a technical manual, a multilingual website and a legal contract each require a different workflow.

The purpose is practical: to prevent avoidable errors such as missing pages, unclear scans, wrong language variants, inconsistent terminology, unsuitable certification formats or files delivered in the wrong layout.

1. File review and project analysis

Every project begins with an analysis of the source files. We check the language pair, document type, word count, format, deadline, intended use and any special instructions. For technical or legal files, this stage may also identify non-editable text, embedded images, tables, stamps, handwritten notes, complex numbering or confidential sections.

For official documents, the first question is whether the receiving body requires a sworn, certified or professional translation. That depends on the receiving body, not on the translation agency. If the client is unsure, we may recommend confirming the requirement before work begins.

2. Scope and quote preparation

The quotation defines the scope of work: source and target languages, file format, delivery date, whether bilingual revision is included, whether DTP or file preparation is needed, and whether certification, sworn translation, terminology management or staged delivery applies.

This avoids confusion later. A translation delivered as plain text is not the same as a translation returned in a finished InDesign layout. A professional translation for internal use is not the same as a sworn translation for a Spanish authority. The quote should reflect the real workflow.

3. Translator and team assignment

The project manager assigns the work according to subject matter, language pair, deadline and required service level. A medical device IFU, a financial report, a contract, a tourism website and a software string file each require different translator profiles.

Where the project includes revision under ISO 17100, a second qualified linguist checks the translation against the source. Where the project involves sworn translation in Spain, it is handled by a sworn translator appointed for the relevant language pair. Where machine translation post-editing has been agreed for suitable content, full post-editing under ISO 18587 is used.

4. Translation and query management

During translation, the linguist may raise questions about terminology, ambiguous wording, illegible scans, missing pages, acronyms, names, dates or client preferences. The project manager centralises those queries so that answers are applied consistently across files and languages.

This is especially important in multilingual projects. If a product name, legal clause or technical term is clarified in one language, the same clarification is shared with the other language teams working on the same content.

5. Revision and quality assurance

Revision is more than a spelling check. It verifies meaning, terminology, numbers, names, formatting, consistency and suitability for the intended reader. For high-risk, publishable or regulated content, bilingual revision is strongly recommended.

Final QA confirms that the agreed instructions have been followed, that files open correctly, that names and numbers have not been altered, that the layout has not been damaged, and that the delivery format matches the scope agreed in the quote. For sworn or certified translations, the checks also cover the required declaration, stamp, signature or delivery method.

6. Delivery and follow-up

The final files are delivered in the agreed format: editable file, PDF, bilingual file, layout file, digital certified copy, paper sworn translation or multilingual folder structure. If the receiving authority requests an additional step after delivery — apostille, legalisation or notarisation — we review whether it concerns the translation itself or an external administrative requirement.

Related information

This process is closely linked to translation quality, translation project management, translation memory and terminology, language services and sector-specific translation services. These areas define how files, terminology, review stages, language variants and specialist requirements are handled in practice.

Frequently asked questions