A little preparation before you send files can cut cost and turnaround time and improve quality. Here is the checklist our project managers would give you.
1. Send the final version
Changes after translation starts mean rework. If edits are likely, tell us — we can wait, or translate in stages.
2. Send editable files when possible
Word, Excel, PowerPoint or the original design export are faster and cheaper to translate than a PDF, because the layout can be kept automatically. If you only have a scan, make sure it is flat, sharp and complete.
3. Tell us the purpose and audience
Is it for a Brazilian customer, a court, an embassy or internal staff? Brazil or Portugal? The purpose decides tone, terminology and whether any certification is needed.
4. Share reference material
Previous translations, glossaries, brand guidelines or a list of terms that must not be translated (product names, slogans) help keep everything consistent.
5. Check names and numbers
For personal documents, send the spelling of names exactly as in the passport. For technical texts, mark units and values that must stay unchanged.
6. Mention the deadline and format
Tell us when you need it and in which format (same as original, PDF, SRT, JSON…). Realistic deadlines allow a full review step.
7. Large or confidential files
For files over 3 MB, share a cloud link in the quote form notes. If the material is sensitive, ask for an NDA before sending.
Ready? Send your file for a free quote, or see our document translation service.
Frequently asked questions
What file format is best for translation?
Editable files such as Word, Excel, PowerPoint or the original design export. They are faster to translate than a PDF because the layout can be kept automatically. If you only have a scan, make it flat, sharp and complete.
What should I tell the translator?
The purpose and audience (customer, court, embassy or internal staff; Brazil or Portugal), the deadline and the output format.
How should names be spelled in personal documents?
Send the spelling of names exactly as in the passport.
How do I send large or confidential files?
For files over 3 MB, share a cloud link in the quote form notes. If the material is sensitive, ask for an NDA before sending.
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