Quality guide for translators - Media Translation How We Work

You are critical to our clients’ success and we appreciate that, so we’ll work with you to deliver high-quality translation and related services that meet our clients’ evolving needs.

We follow the ISO 17100 standard, providing a clear framework for the quality and service levels we deliver. To maintain consistently high standards and support continuous improvement, all employees and external providers are expected to follow our documented systems and processes – unless alternative arrangements have been agreed with the client – as set out below.

Read through the instructions carefully and always run through the final checks (use F7 and F8 in Trados).

This guide supplements our Terms and Conditions of Supply.

1. Project admin

Before starting the project

• Ensure you have received the source file and the file in the required format for translation e.g. project package
• Check if there is any reference material that you should have been sent
• Check if there are any specific requirements/instructions for the project

File transfer and SharePoint

• Transfer files using your secure SharePoint folder
• Click the link emailed to you to take you to the job folder to access the source/reference files stored in SharePoint
• Click Download to access the files offline
• To return the translated files, click the same link sent to you via email, click upload and select the translated files to upload
• Email us to confirm the translation has been uploaded

2. Translation tools and tech

Translation memory software

• Always use Trados Studio 2015 or newer, unless otherwise agreed
• Always return the translation in the format received
• If applicable, return both the clean and unclean files

Machine translation

• Unless it is a specific requirement of the project, never use machine translation or AI for translations delivered to Media Translation

3. Translation requirements

Terminology

• Use industry standard terminology
• Use client-specific terminology where appropriate (refer to client’s website and glossaries if provided)
• Conduct research into terminology (find competitors using Google searches etc)
• Ensure that the terminology used throughout the project remains consistent. This must be thoroughly checked prior to delivery to Media Translation

Register

• Follow the standard register used for the type of document you are translating
• Use appropriate verb forms for the required register
• If you have any doubts regarding the register to be used, check this with Media Translation before starting the translation

Formatting

We will typically take care of formatting as part of our pre-production step to ensure the files reach you in a ready-to-translate state. But please be aware of the following:

• If the source text is a PDF, provide the target translation in a Word document and maintain the exact format of the source document
• Maintain all the formatting styles of the source text
• Ensure that you use the same font as used in the source text, unless the font is incompatible with the target language
• Follow any formatting instructions provided by Media Translation

4. Communication & queries

• Raise queries with the project manager at Media Translation at the earliest opportunity
• If you are unsure of any terminology used in the source text, please query it with the project manager at Media Translation at the earliest opportunity
• If you find any issues with the source text that you believe to be an error or a problem, please inform the project manager at Media Translation at the earliest opportunity
• If, after delivery of the translation, you are advised by Media Translation that inconsistencies in terminology have been found, you must make sure that the correct terminology is implemented throughout the entire project, not just changing the specific examples given
• Ensure you are available for queries after you have delivered the translation to Media Translation, and provide any feedback requested within a timely manner. If the project is undergoing revision, you will be sent the revised version of your translation to confirm or reject any changes and provide the Project Managers with feedback.

5. Deadlines

• Deliver all translations to Media Translation according to the deadlines established at the beginning of the project – late deliveries are not acceptable and may result in a non-conformance being raised against you
• If you are unable to meet a deadline, inform Media Translation of this as soon as you become aware of any potential delay

6. Quality assurance

Spelling and grammar

• Spell-check all translations before delivery to Media Translation. No spelling or grammar mistakes should appear in translations delivered to Media Translation

Proofreading

• Always proofread your translations before delivery to Media Translation
• Read your translation aloud after proofreading to ensure that the translation sounds fluent
• Leave time to proofread your translation the day after completing it before delivery to Media Translation

Final Checks

Check the following details are all correct before delivery to Media Translation:
• Punctuation
• Spelling
• Consistent use of terminology
• Register
• Formatting
• Capitalisation
• Geographical names
• Company names
• Product names
• Names of people
• Abbreviations and acronyms
• Hyphenation
• Numbers (including telephone and fax numbers with international prefixes, if applicable)
• Metric conversions
• Common errors have been avoided (false friends etc)
• All text has been translated
• Headers, footers (and, if applicable, speaker notes or comments) have been translated

7. Revision process

• The majority of projects carried out on behalf of Media Translation will be sent to a second native-speaker specialist translator for revision. The revised translation will be returned to you with track changes and we will expect you confirm whether you agree or disagree with the changes, providing feedback as appropriate. We expect you to cooperate with us and respond to comments on your translation in a constructive manner.

8. Compliance

Confidentiality, IT & data security

• Acceptance of any project for Media Translation implies compliance with our Terms & Conditions of Supply, which you should have already read and signed. If you require a copy of either, please contact the project management team.

Insurance

• You are responsible for ensuring that you carry adequate professional indemnity insurance.

If Media Translation, its revisors or project managers find evidence that the above criteria have not been followed by the translator, Media Translation reserves the right to discount the translator’s invoice accordingly.

Version 1b (August 2026)