Communication is key to building relationships, navigating regulations and keeping your brand consistent across cultures. One of the tools global companies use to achieve effective communication is the translation of business documents into other languages to ensure they make sense and are relevant in different regions.
In this article we look at the different types of document translation that is available, particularly for legal and certified translations. We will also explore how document translation services can help your business expand globally.
What is document translation?
Document translation is the process of converting written content from one language to another while keeping the original message, meaning and tone.
Good document translation can enhance your brand’s reputation, ensure compliance with local regulations and increase customer satisfaction in foreign markets.
Whether you’re in marketing, finance, law, healthcare or technology, making sure your documents are translated correctly is essential to looking professional and compliant worldwide.
For a broader overview explore what is translation? A quick guide with explanations.
Types of legal document translation
There are several different types of document translation available. Each type of document translation has its own purpose and requires different levels of expertise. Knowing the differences between the types of document translation will help you choose the service that is right for you.
- Certified translation: Certified translations come with a certification from the translator or translation agency, confirming the accuracy and completeness of the translation. These are often required for official documents such as birth certificates, marriage certificates and diplomas. Certified translations add an extra layer of credibility, so the translated document is accepted by government bodies and legal institutions.
- Notarised translation: A notarised translation involves a notary public who verifies the translator’s identity and the translation. This type of translation is often required for legal documents, such as contracts and court documents. The notary’s seal adds an extra layer of trust to the translated document.
- Sworn translation: Sworn translations are done by translators who have sworn to provide accurate and complete translations. These translators are appointed by the government and their translations are often required for official documents like passports and ID documents. Sworn translations are accepted by legal authorities and are necessary for documents that require high levels of trust and accuracy.
- Legal translation: Legal translations involve translating legal documents such as contracts, court documents and patents. These translations require high levels of accuracy and attention to detail as any mistakes can have serious legal consequences. Legal translators must have a good understanding of legal terminology and the legal systems of both the source and target languages.
- Technical translation: Technical translations are for documents like user manuals, instruction guides and technical specifications. These translations require specialisation and expertise in the relevant technical field. Accurate translation of technical terms is key to making the document useful and understandable to the target audience.
Read more on our comprehensive guide to translating legal documents.
Legal documents translation: High risk content
Legal document translation is about translating documents with legal consequences, such as contracts, patents and non-disclosure agreements. These documents often contain technical terms and legal jargon that must be translated word-for-word to avoid misinterpretation or compliance issues.
An official translation is required for these documents to meet legal requirements.
Incorrect translations can have serious legal and financial implications, so it’s important to work with translators who have legal expertise and knowledge of the relevant region’s laws.
- For example, a contract translated into French for use in Canada must consider the Canadian laws and not French laws.
Legal documents also need to be kept confidential as these often contain sensitive or proprietary information. Reputable translation providers have protocols and certifications in place to protect your data and comply with privacy regulations.
Certified translation: Meets formal and official requirements
Certified document translation adds an extra layer of verification often required by government bodies, legal institutions and regulatory authorities.
Certified translation is done by qualified translators who verify the translation is accurate and complete, often with a signed statement or affidavit to confirm the translation is true and accurate.
Certified translations are required for:
- Immigration forms and applications
- Educational transcripts and diplomas
- Medical records for international healthcare
Authorities in the UK and other European countries require certified translations for official documents like birth and marriage certificates.
Because different countries and organisations have different requirements for certified translations it’s best to check with both the translation provider and the requesting entity before requesting a certified translation.
For example, in some countries a notary public may be sufficient for some legal documents, while in other countries a translator accredited by a professional body such as the American Translators Association (ATA) or the UK Chartered Institute of Linguists (CIOL) may be needed.
Document translation process
The document translation process involves several stages from preparation to delivery to ensure the final translated document is accurate and meets the requirements. Here is an overview of the document translation process:
- Preparation: The first stage is to prepare the original document for translation. This involves reviewing the document to make sure it is complete and accurate and in a format that can be translated. Proper preparation is key to an accurate translation.
- Translation: The next stage is the translation of the document from the source language to the target language. This involves a combination of human translators and machine translation tools to get the translation accurate and complete. Human translators bring cultural and contextual understanding while machine tools can speed up the process.
- Editing: Once the initial translation is done, it goes through a thorough review and editing process. This stage involves checking the translation against the original document to ensure it’s accurate and error free. Editors look for inconsistencies and make sure the translated document has the same meaning and tone as the original.
- Proofreading: The final stage before delivery is proofreading. This involves a thorough review to ensure the translation is error free and flows well. Proof-readers check for grammatical errors and typos and make sure the document meets the requirements. This stage is key to producing a polished translated document.
- Delivery: The last stage is delivering the translated document to the client. This may include a certification from the translator or translation agency, confirming the translation is accurate and complete. Certified translations are required for official and legal documents, to prove their authenticity.
Document translation services: For global businesses
Many businesses use professional document translation services to get their translations accurate, culturally aware and compliant. These providers cater to businesses that operate internationally.
Document translation services offered by Guildhawk include the following.
- Multilingual translation: Translating documents into multiple languages at the same time is ideal for businesses with a global presence. It ensures consistency of message, helps with brand recognition, and can also enhance customer loyalty across markets.
- Industry expertise: Professional translation providers often have teams in different sectors, such as legal, medical, financial, technical etc. Working with a translator in your industry means technical terms are translated accurately and consistently.
- Localization: Localization goes beyond translation by adapting documents to the cultural and regional nuances of the target audience. This is useful for documents like product descriptions, marketing materials and user manuals where cultural subtleties are crucial for communication.
- Document formatting and layout: Professional translation services often provide formatting options to match the original layout of the document, useful for marketing materials, presentations and technical manuals that rely on specific design elements. They also provide certified translations as PDF documents.
How to choose a document translation provider
When choosing a document translation provider it is important to consider the following.
- Translator qualifications: Look for companies that employ certified translators in your industry. Translators with credentials from recognised bodies and experience in your sector are better equipped to handle complex translations.
- Quality control: Reputable providers have strict quality control processes which include multiple rounds of review by translators and editors to ensure accuracy. Some even use translation memory tools to maintain consistency across documents over time.
- Data security and confidentiality: For legal and financial documents data security, such ISO 27001 certification, is paramount. Make sure your provider has procedures in place for secure data handling and storage, such as encryption and secure server environments to protect sensitive information.
Professional translation for global success
Document translation is not just a practical requirement; it’s an investment in your business’ global footprint and brand. When done right translated documents build trust and show cultural awareness, which are important for global success.
By working with Guildhawk your business can communicate and build relationships in every market you operate in.
