Translator Guidance: Standard Certified Translations

Aim

To describe the expectations of standard certified translations (STC) and their formatting conventions. 

Introduction

Standard certified translations (SCT) are ones completed by approved translators and then certified internally by Translayte using our letterhead certificate. They account for a large number of our orders and these expectations and translation guidelines are to assist in the consistency of the deliverable.

Key Terms

Source file – Document provided for translation by the client

Target file – Document submitted as the translation by the translator

Source language – the language used in the Source file

Target language – the language used in the Target file

Translator Notes, TN – Occur within square brackets within the text or as references detailed at the bottom of the page using superscript numbers. These are not within footers.

Translation Guidelines

  1. The Target file should be delivered in an editable file type such as DOCX. The Target file should not be delivered as a PDF or PAGES file. The Target file type does not need to match the Source file type.  
  2. The Target file should not contain headers or footers to support the copying into Translayte certification templates.
  3. The Target file should contain a complete and accurate translation of the Source file.
  4. The Target file should read natively in the Target language.
  5. The Target file should contain no spelling, punctuation or grammatical errors caused by the translation. This includes the transfer of numbers such as dates and ID numbers.
  6. The Target file should approximately follow the format and layout of the Source file. If this is not possible then appropriate notes should be inserted within square brackets (e.g. [vertical:]. [right margin].
  7. Signatures should be represented by the insertion of [signature] or [signed] only and should not be copied and pasted as images.
  8. Logos, taglines and slogans should be identified within square brackets and also not copied and pasted as images (e.g. [company logo; tagline underneath: “standard translations”]). As the tagline is a relevant translation it has been translated within the square brackets.
  9. Special features such as handwritten corrections or deletions should be identified in Translator Notes to allow the authenticity of the document to be established.
  10. Crossed out sections which are still legible should be translated and either scored through or a Translator Note left to indicate this. In cases where these sections are not legible then a Translator Note should be used, such as [crossed out text]
  11. Names of official bodies and courts should be left in the original language or transliterated and then a translation made within square brackets. Alternatively the translation could be followed by the source name in square brackets.
  12. Stamps and official seals found within the Source file should be mentioned within the Translation file within square brackets (e.g.[seal], [stamp]). They should not be copied and pasted as images. Relevant textshould be translated within the brackets (e.g. [stamp; within: Council office, 12 February 2015])
  13. Address details should not be translated, they should be transliterated or transcribed as necessary.
  14. Reference numbers (not dates) should be copied without change.
  15. Dates should be written in unambiguous format with the month written in words (e.g. 12/03/24 as 12 March 2024). Unless it is being copied directly from the form or licences. If they are converted from one calendar to another then this should be indicated in a Translators Note.
  16. Numbers written in words within the Source file should be written in words within the Translation file.
  17. Abbreviations, Acronyms and Initialisms should be deciphered and translated in full. If this is not possible a Translator Note should be used to indicate this. Very common abbreviations also found in the target language may be used with a Translator Note.
  18. When the Source file is a certificate or diploma then then type of school, marks, the profession or the academic degree should betranslated as accurately as possible. It is recommended that the original designation is added in square brackets and if necessary explained inTranslation Notes.
  19. The names of people and marks of nobility and titles should not be translated.
  20. If it is difficult to distinguish between the forename and surname then the surname should be presented in block capitals.

Translation Examples

Source files have been redacted for anonymisation purposes and false information used in the Translation files.