If you’ve ever managed a localization project, you know it’s more than swapping words between languages. It’s about connection, culture, and clarity. As a seasoned project manager, I’ve seen where things go wrong; and more importantly, how to prevent it. This blog draws directly from my hands-on experience to help you avoid the most common translation pitfalls and set your next project up for success.

Topics Covered in This Article:

• What makes translation projects fail and how to avoid it
• How to manage timelines, updates, and quality control
• The truth about machine translation and consistency tools
• Pro tips for better collaboration with your provider

What Are the Top Translation Challenges?

After managing translations for over 20 years, these are the top translation challenges most companies face.

1. Starting Before Finalizing Content

One of the most frequent—and costly—issues I see is content updates mid-project. Translation rework introduces errors, delays timelines, and drives up costs. Always finalize your source content before translation begins.

2. Missing Context = Mistranslation

Your team may know what “it” refers to, but your translators won’t. Provide audience details, tone, and any supporting material upfront. The more context we have, the better your message will land across languages.

3. Cultural Misfires

A grammatically correct translation can still offend or confuse if it ignores cultural nuance. Idioms, humor, and visuals don’t always translate. Localization ensures your content feels natural in each target market.

4. Time vs. Quality

Rushing translation often puts pressure on the translation team. Build realistic timelines that account for quality assurance, internal reviews, and formatting. High-quality localization can’t be rushed.

Now Let’s Answer Your Most Common Questions

We know translation can be complicated which is why we’re here to help! We’re always happy to answer questions about translation, but here are the most frequently asked questions.

1.     “Why does translation take so long?”

Because it’s more than just words. Our linguists consider tone, culture, formatting, and terminology. Add in quality checks and client reviews, and timelines reflect the care your content deserves.

2.     “Why not just use AI or machine translation?”

Machine translation has its place for rough drafts or internal use but for public-facing, nuanced, or technical content, you need human expertise. We’ve seen too many clients spend more fixing poor MT than if they’d used a professional from the start.

3.     “How do I ensure consistency?”

We use translation memory, glossaries, and style guides to maintain consistency across documents and languages. If you’re managing large volumes of content, this is essential.

4.     “What formats can you work with?”

From Word docs to Storyline, Vyond videos to JSON files, we handle it all. Talk to us early so we can determine the most efficient workflow for your files.

5.     “How much will this cost?”

Pricing depends on the document length, language pair, and technical needs. We always provide detailed, transparent quotes—no hidden fees.

7 Proven Strategies to Ensure Seamless Translation Projects

• Plan Ahead: Give your team and your provider time to do it right.
• Share Background: Include your audience, brand tone, and intended use.
• Stay in Touch: Ongoing communication reduces errors and speeds up delivery.
• Set Review Time: Schedule time post-delivery to review and give feedback.
• Use Professionals: Bilingual employees and free tools can’t match trained linguists.
• Create a Glossary: Especially helpful for technical or branded terms.
• Think Beyond Translation: Consider localization and transcreation when adapting creative or cultural content.

A Proactive (Not Reactive) Approach to Translation Strategy

From misaligned expectations to cultural missteps, translation challenges can jeopardize your message and impact. But with thoughtful proactive planning and the right partner, you can avoid the most common pitfalls.

At Interpro, we bring decades of experience to help you communicate clearly, consistently, and culturally across languages. Whether you’re launching global training or translating regulatory documents, we’re here to guide the process and protect your brand.

Ready to get ahead of your next translation project?

Interpro supports your translation workflow to ensure your content is accurate, engaging, and fully functional in any language.

Talk to Interpro about your translation & localization plan.

FAQs

What makes translation projects fail? 

Unfinalized source content, missing context for linguists, cultural misalignment, and compressed schedules that remove QA steps.

How can I prevent rework?

Finalize source before kickoff, approve terminology and a DNT list early, and establish change-request rules and review windows.

Why not rely on machine translation for everything?

MT is useful for drafts, but public, nuanced, or technical content needs expert linguists to ensure accuracy, tone, and cultural fit.

Where does QA fit in the process?

After translation and editing: linguistic QA, functional checks, DTP proof, and in-country review protect quality and brand integrity.

Explore Services

Consulting • Translation • eLearning • Video & Multimedia • Document

References

ISO 17100:2015 – Requirements for translation services

W3C Internationalization (i18n) basics

Microsoft Writing Style Guide

Internationalization (i18n) | Google for Developers

The post Top Translation Challenges in Business and How to Overcome Them appeared first on Interpro Translation Solutions.

Definition: The translation and localization process for businesses aligns language, culture, and technology—turning source content into market-ready experiences through discovery/scoping, translation, editing, DTP/engineering, linguistic & functional QA, and in-market validation.

What’s the Translation vs. Localization vs. Transcreation Difference?

Translation converts text from one language to another. Localization adapts content to cultural, linguistic, and regulatory norms (currency, images, idioms, formats) so it feels native. Transcreation creatively adapts high-impact messaging (e.g., slogans) to evoke the same intent in another language.

Founder Ralph Strozza presents at a TedX event at Northern Illinois University – do you translate, localize or transcreate this marketing campaign ad?

Do You Need Translation, Localization, or Both?

Example: Localizing an eLearning course can involve voiceover, captions, interactive modules, and downloadable workbooks—translated components are reassembled and QA’d into a single seamless experience.

Industries That Rely on Professional Translation & Localization

• Healthcare/Life Sciences: Regulatory content, patient comms, research.

• Legal: Contracts, patents, court filings.

• Manufacturing: Technical manuals, safety instructions, compliance.

• Technology/Software: UI strings, help centers, apps.

• eLearning: Multilingual training programs.

• Retail/eCommerce: Product pages, checkout flows, service scripts.

Why Cultural Adaptation Protects Your Brand

Language is inseparable from culture. Adapting idioms, imagery, color, and symbols prevents misinterpretation and builds trust. Validate with in-market reviewers; follow i18n best practices for formats and directionality (e.g., W3C i18n).

Common Process Mistakes (and How to Avoid Them)

• Relying on raw machine translation without human review.
• Skipping localization for customer-facing content (dates, currency, visuals).
• Ignoring text expansion and RTL layout needs in UI/UX (e.g., German length, Arabic/Hebrew direction). See NN/g guidance on international usability.
• Inconsistent terminology; no glossary or style guide.

How Long Does the Process Take?

Timelines depend on length, complexity, language pairs, and QA. A 1,000-word document may take 1–2 business days; multi-language multimedia projects can take weeks. Clear instructions, references, and preferred terminology accelerate delivery.

How Providers Ensure Quality and Accuracy

• Subject-matter linguists translate into their native language.
• Editing/proofreading by a second linguist for accuracy & consistency.
• Translation Memory (TM) reuses approved phrasing across assets.
• Client feedback loop aligns tone and brand preferences.
• Final QC (linguistic + functional checks) before delivery.

What Certifications Should You Look For?

Standards help ensure repeatable quality: ISO 17100 (translation services) and ISO 9001 (quality management). In regulated sectors, additional requirements (e.g., HIPAA context for healthcare) may apply.

What’s the Cost of Translation and How Is It Calculated?

Pricing reflects wordcount, language pairs, complexity, turnaround, DTP/engineering, and testing. Web/app and eLearning projects often require custom scoping. TM and consistent governance reduce cost over time by reusing approved content.

However, AI translation is offering new solutions for companies. Talk to Interpro to explore the AI solutions available to you. 

How Do You Keep Brand Voice Consistent?

Create a multilingual style guide and glossary with do-not-translate terms, approved phrasing, and tone guidance. Ask for a pilot/sample to confirm fit before full rollout. Interpro assigns dedicated linguists who learn your voice over time.

Professional Translation and Localization Matters

High-quality translation and localization expand reach, protect compliance, and improve customer experience. With the right partner and process, your content lands accurately and authentically in every market.

Talk to Interpro about your translation & localization plan.

8 Common Localization Issues

When localizing a translation, there are a number of potential issues that can arise. Interpro has translated over 350 million words for clients, and here are the top 10 common localization issues.

1. Cultural misunderstandings

This is perhaps the most common issue that can occur when localizing a translation. For example, a company that is localizing its website into Spanish might not realize that the word “vaca” means “cow” in Spanish, but it also has a slang meaning that is offensive to women.

2. Grammatical errors

Even if a translator is fluent in the target language, they may not be familiar with the local grammar rules. This can lead to grammatical errors in the localized text.

3. Phrasal idioms

Phrasal idioms are phrases that have a meaning that is different from the literal meaning of the words. For example, the English phrase “break a leg” means “good luck.” If this phrase is translated literally into another language, it will likely not make sense to the target audience.

4. Cultural references 

Cultural references are references to people, places, or events that are specific to a particular culture. If a localized translation contains cultural references that are not familiar to the target audience, it will likely be ignored, create confusion or even offend.

5. Jargon 

Jargon is specialized language that is used by a particular group of people. If a localized translation contains jargon that is not familiar to the target audience, it will likely be confusing or even incomprehensible.

Spelling errors. Even if a translator is careful, they may still make spelling errors in the localized text. This can be especially problematic if the spelling of words is different in the target language.

6. Font issues 

The font used in a localized translation can also be a problem. If the font is not available or designed for a specific language, it may be replaced with a different font that is available or more readable in the target language.

7. Image issues 

Images can also be a problem when localizing a translation. If an image contains text, the text may not be translated correctly. Additionally, the image itself may not be appropriate or relevant for the target audience.

8. Testing issues 

It is important to test the localized translation thoroughly before it is released. This will help to ensure that there are no errors in the text and that the translation is culturally appropriate.

Cost issues. Localization can be a costly process. This is especially true if the translation needs to be done by a professional translator.

Publicly Documented Examples of Localization Errors 

Here are some examples of companies that have had public localization errors:

1. Heineken 

In 2007, Heineken launched a marketing campaign in China that featured the slogan “Heineken refreshes the parts other beers cannot reach.” However, the Chinese translation of the slogan was interpreted as “Heineken opens your legs.” This caused a great deal of controversy and embarrassment for Heineken.

2. Pepsi 

In 1995, Pepsi launched a marketing campaign in China that featured the slogan “Come alive with the Pepsi generation.” However, the Chinese translation of the slogan was “Pepsi brings your ancestors back from the dead.” Many Chinese consumers were deeply confused and upset by this.

3. Google

In 2009, Google launched a new feature for its Translate app that allowed users to translate text by speaking into the app. However, the feature was not well-tested and it caused a great deal of confusion and laughter when it was used to translate English into Spanish. For example, the English phrase “I’m feeling good” was translated into Spanish as “Estoy sintiendo bueno,” which literally means “I’m feeling good,” but it sounds like “I’m feeling a good.”

4. IKEA

In 2004, IKEA launched a children’s desk called “Fartfull.” However, even if in Swedish the word means “full speed”, in English this brought for sure a lot of giggling.

5. HSBC Bank

The company had to invest millions of dollars in a global rebranding after their slogan “Assume nothing” was translated as “Do nothing” in several non-English speaking markets.

6. Microsoft

The German debut of XBOX featured mistranslated store phrases that turned “Save (your progress)” into “Save (your money)” was not quite what players had in mind.

These are just a few examples of the many localization errors that have occurred over the years. By being aware of these potential problems, companies can help to ensure that their localized translations are accurate, culturally appropriate, and free of errors.

Why Localization Matters More Than Ever

Localization is no longer just an optional business strategy. It’s a necessity for reaching diverse audiences. Whether you are:

• Launching a global marketing campaign that requires cultural adaptation
• Modifying software to function correctly in multiple regions with technical adaptation
• Developing digital content that needs full integration with a platform localization strategy

Interpro Translation Solutions ensures that your content is accurate, engaging, and fully functional in any language.

Talk to Interpro about your translation & localization plan.

FAQs: Translation and Localization Process for Businesses

How do I decide between translation, localization, and transcreation?

Match approach to risk and intent: translation for accuracy, localization for cultural/UX fit, transcreation for creative impact.

What speeds up timelines without hurting quality?

Finalize source content, provide references and preferred terminology, and plan review windows.

Can machine translation help reduce cost?

It can in low-risk contexts when paired with human post-editing and your approval. Interpro never uses AI/MT without consent.

How do we maintain consistency across languages?

Use a glossary, style guide, and Translation Memory; keep a dedicated linguist team on your account.

What should I budget for beyond translation?

Allow for editing, QA, DTP/engineering, and in-market testing—especially for software/eLearning.

Explore Services

Consulting • Translation • eLearning • Video & Multimedia • Document

References

W3C Internationalization
Nielsen Norman Group
Snopes
The GuardianMental Floss

The post The Ultimate Guide to the Translation and Localization Process for Businesses appeared first on Interpro Translation Solutions.

When managing a translation project, your goal is to set your team up for success. This starts at the very beginning: providing clear and concise instructions that your translation teams can refer to throughout the project life cycle. A proactive approach, anticipating issues before they arise, is always better than a reactive one.

I’m Javiera, a translator currently working as a Project Manager at Interpro Translation Solutions. This dual perspective gives me valuable insight into how to kick off a translation project on the right foot. I’ve received translation instructions and written my own, and I’ve learned a thing or two along the way.

Good instructions can significantly impact the quality of the final deliverable, the efficiency of your team, and overall client satisfaction. I’ve seen projects become more complicated than necessary simply because clear instructions weren’t provided on time.

Why Clear Instructions Matter for Your Translation Team

Imagine this scenario: A client asks your team to localize an eLearning course for onboarding new hires. The company uses its own software to store and share documents. You give your translators instructions that seem solid:

“Please translate this eLearning course, which teaches new hires important aspects of their new job. Take into account cultural nuances of your target language, and use a friendly, somewhat informal tone.”

But there’s one major omission that could affect both quality and deadlines: there’s no mention of how to handle User Interface (UI) elements.

Your translators receive this job and start working immediately. But on day three, they encounter UI elements for the first time. You promised the client you’d deliver the translation in five business days, and you are already on day three. You need to go back to the client to ask whether their software is localized and how they want UI elements handled. 

Then you wait… 

Maybe they’ll respond immediately, or maybe it’ll take all day or even longer.

Now your linguists are anxious because they cannot resume work until this question has been cleared up; you are feeling stressed because the client has not gotten back to you and your whole timeline is compromised due to this one detail being overlooked.

Common Pitfalls in Translation Instructions

Clients are often in a rush, and that urgency trickles down to everyone involved. You try to move quickly, but skipping a proper assessment of the project can be a costly mistake. Even spending just 10–20 minutes crafting clear instructions can save you hours later. It might feel like a delay, but in the grand scheme, it’s time well spent.

One very common mistake when you are in a rush is to send the job without actually reviewing the content yourself. Always look at the material with a translator’s mindset. For example, if the content has references, does the client usually ask you to keep them in English, or should they be localized?

You might know the client well, but your team may not. Providing context is key:

• What does this company do?
• Where are they located?
• What’s their official website?

Never assume your team knows the product, even if it’s well-known. You’re often the main point of contact with the client, so be proactive. If you’re unsure about something, ask the client before passing the job along.

What Exactly you Need to Include in a Great Instruction Set

Here’s a checklist of essential important elements you should consider mentioning in your instructions: r instructions should cover:

1. General overview: What’s being translated and why?
2. Target audience: Who will read this content?
3. Tone and style: Should it be formal or informal? Technical or marketing-focused?
4. Terminology guidance: Include glossaries, if any, and encourage their use. If certain terms should remain untranslated, provide a “do-not-translate” list.
5. Formatting notes: Do User Interface elements have length constraints? Should placeholders be left as is? Can tags be moved around?
6. Localization rules: Give clear instructions on how to deal with units of measurement, date formats, currencies, etc.
7. Reference materials: Mention any screenshots, previous translations, demos, or other resources you’re providing.
8. Workflow overview: If the project includes Desktop Publishing or Multimedia Localization, especially if the translation team will be performing Quality Assurance later on, let them know the full scope.

Tips for Writing Instructions that Translators Actually Read

• Be concise but complete: Don’t oversimplify, but avoid overwhelming detail. This balance takes practice; don’t be shy! Ask you translators for feedback.
• Use formatting for clarity: Bullet points, bold text, and headings help. Use color sparingly to highlight key points without making the document hard to read.
• Anticipate questions: Try to think like a translator. What would you want to know if you were receiving this job?
• Know your tendencies: If you tend to oversimplify, double-check for missing details. If you’re too wordy, try to say the same with fewer words.

Book a Consultation to Help You Prep for the Translation Process

Not sure where to begin? Need a little more help getting started? Book a call with our team to talk about your translation questions. 

Investing time in a good set of instructions is never time wasted. You’ll give your translation team a clearer path forward, reduce back-and-forth, and improve the final outcome. Clear instructions are a cornerstone of a successful translation project.

Talk to Interpro about your translation & localization plan.

FAQs

What should a translation brief include?

Audience and goals, tone/style with examples, glossary and do-not-translate list, UI/formatting limits, references, and workflow/QA steps.

How do I tailor instructions for HR vs. eLearning?

HR requires compliance/legal alignment; eLearning needs LMS/SCORM specs, media notes, and UI character constraints.

What causes delays in translation projects?

Missing UI guidance, unclear terminology, no access to references, and late decisions on style or workflow, just to name a few.

How can I reduce rework and scope creep?

Approve the glossary early, use a DNT list, define change-request rules, and agree on QA acceptance criteria at kickoff.

Explore Services

Consulting • Translation • eLearning • Video & Multimedia • Document

The post A Project Manager’s Guide: How to Write Clear Instructions for Translation Teams appeared first on Interpro Translation Solutions.

Interpro has been translating since 1995, and we’ve learned a few things during that time. As businesses expand globally, the need for accurate and professional document translation has never been greater. Whether it’s legal contracts, marketing materials, HR policies, or technical manuals, it’s required that documents are translated with precision to maintain compliance, brand integrity, and effective communication.

Poorly translated documents can lead to legal issues, reputational damage, and loss of trust among international stakeholders. 

But what do you need to know before you begin translation and localization?

This guide explores the most critical business documents that typically require translation, best practices for ensuring quality, and the role of human vs. machine translation in business documentation.

What Types of Business Documents are Usually Translated?

Depending on your individual business model, legal requirements, and needs for internal/external communication, you may need to translate different documents. You can conduct a translation needs assessment to get started figuring out your translation needs.

To help determine which materials should be translated, consider:

• What key business documents can significantly enhance clarity, support compliance, and improve communication across global markets? Especially when engaging with multilingual stakeholders or operating in regulated environments.
• Are you legally obligated by your industry or market geography to translate or localize specific materials? (Contracts, compliance policies, privacy agreements, and employment laws, etc.)
• Product technical documentation such as user manuals, product specifications, and safety instructions.
• Marketing and branding materials for global markets like brochures, websites, advertisements, and product descriptions.
• Human resources corporate policies and internal communications: employee handbooks, codes of conduct, and training manuals.
• Financial documents such as annual reports, investor presentations, and tax filings
• Medical and life sciences documents like clinical trial reports, patient consent forms, and drug labels.

Companies that operate in international markets should develop a translation strategy that prioritizes which documents need translation based on business objectives, compliance requirements, and customer engagement goals.

We’ll cover some of the most usual questions about common documents to help you get started translating for your business.

How Do I Translate Contracts and Legal Agreements?

Legal translation requires absolute precision to ensure that contracts, agreements, and compliance documents retain their original meaning in every language. A single mistranslation in a contract could result in financial losses, legal disputes, or compliance violations. A mistranslation of a term like “shall” vs. “may”, or “termination” vs. “expiration”, can lead to misinterpretation and breach of contract claims.

Best practices for legal translation include:

• Using certified legal translators with expertise in international law.
• Maintaining consistency in terminology with a legal glossary.
• Ensuring localized legal language to reflect jurisdiction-specific requirements.
• Implementing a legal review process with in-country legal experts. 
• Using Translation Memory (TM) tools to ensure consistency across documents.

What’s the Best Way to Translate Technical Documents?

Technical translation requires industry-specific knowledge to ensure that terminology, instructions, and specifications are accurately conveyed. 

Additionally, since technical translation is commonly paired with global operations, this will apply to safety and compliance training, engineering and technical manuals, research papers, IT documentation, and user guides. 

Best practices for technical document translation include:

• Working with subject matter expert translators who specialize in the industry
• Using controlled language to ensure clarity and consistency
• Applying Translation Memory (TM) tools to standardize terminology
• Incorporating Desktop Publishing (DTP) services to maintain formatting integrity
• Conducting rigorous quality assurance reviews before publication

For example, a U.S.-based engineering company expanding into the Latin American market may have a need for localized conversions for units of measurement to ensure clarity and usability for regional end users and/or stakeholders.

How Does Translation Impact Patents and Intellectual Property?

Patent translation is one of the most complex and legally sensitive types of translation. Companies seeking to protect intellectual property (IP) across international markets must ensure that patent filings, invention disclosures, and technical drawings are accurately translated. Errors in patent translation can result in legal disputes, loss of patent protection, and intellectual property theft.

Key considerations for patent translation:

• Using expert patent translators familiar with patent law and technical terminology.
• Ensuring compliance with international patent offices such as the USPTO, EPO, and WIPO.
• Maintaining absolute accuracy in descriptions, claims, and legal terminology.

Why Is Marketing Collateral Translation Important for Global Businesses?

Marketing requires localization to ensure that messaging resonates with different cultural audiences. A direct translation of an advertising slogan can result in cultural misinterpretation or offensive messaging in another market.

Best practices for translating marketing materials:

• Using transcreation to adapt brand messaging without losing impact.
• Customizing visuals, colors, and images for cultural appropriateness.
• Ensuring SEO optimization for translated digital content.
• Maintaining brand tone and style across languages.

For instance, Nike’s “Just Do It” slogan had to be adapted in different markets while preserving its core motivational message. A direct translation wouldn’t have had the same effect, so localized versions were created to resonate with different audiences.

How Do I Maintain Brand Consistency in Translated Documents?

Brand consistency is crucial for global businesses to ensure that their messaging, tone, and values remain intact across languages. This is especially important in marketing, corporate communications, and legal documents.

Strategies to maintain brand consistency include:

• Developing translation support tools like a glossary or style guide.
• Using a Translation Memory (TM) database to ensure consistency.
• Assigning dedicated translators who understand the brand’s voice.
• Conducting post-translation quality checks and brand alignment reviews.

Companies like Coca-Cola and Apple have strict brand guidelines that ensure their global content remains consistent and culturally relevant in every market.

What Are Best Practices for Translating HR Policies?

HR document translation ensures that workplace policies, employee handbooks, and compliance guidelines are clearly understood by a multilingual workforce. Best practices include:

• Using legally compliant terminology for workplace regulations
• Maintaining consistency across all translated HR documents
• Ensuring accessibility for employees with diverse language needs
• Adapting policies for cultural and legal differences in each market
• Conducting internal reviews with HR professionals before distribution

For example, Google operates in over 50 countries, requiring localized HR policies that comply with regional labor laws while maintaining the company’s global HR standards.

Need help with translation for your business?

Investing in professional document translation ensures legal compliance, brand consistency, and effective communication in global markets. Whether translating contracts, marketing materials, technical manuals, or HR policies, businesses must work with experienced language service providers to ensure accuracy, cultural relevance, and regulatory compliance.

Interpro Translation Solutions ensures that your content is accurate, engaging, and fully functional in any language.

Talk to Interpro about your translation & localization plan.

FAQs

What types of business documents need translation?

Common business documents include contracts, HR policies, technical manuals, financial reports, and marketing materials.

Why is legal document translation so critical?

A mistranslated legal contract can cause compliance violations, lawsuits, or financial loss. Accuracy is essential.

How does translation help with patents and intellectual property?

Accurate translation of patents ensures legal protection across global jurisdictions and prevents IP theft.

How do businesses ensure brand consistency across languages?

By using multilingual style guides, glossaries, and Translation Memory, businesses maintain a unified global voice.

Explore Services

Consulting • Translation • eLearning • Video & Multimedia • Document

References

USPTO – Patents

European Patent Office (EPO) 

World Intellectual Property Organization (WIPO)

Nike Global Campaigns

The post Insights from Translating 350 Million Words: Get Started Translating for Your Business appeared first on Interpro Translation Solutions.

What Is a Translation Needs Assessment?

A translation needs assessment is a structured evaluation of an organization’s current translation and localization processes. Its purpose is to identify gaps, inefficiencies, and opportunities for improvement. For companies translating content across multiple languages, a needs assessment ensures that resources are being used wisely and that the final output supports business goals.

This assessment is not a one-size-fits-all checklist. Instead, it’s a tailored review that takes into account your industry, target markets, content types, and translation history. It lays the foundation for a scalable localization strategy by aligning teams, vendors, technologies, and processes.

In other words, a translation needs assessment helps you go from reactive translation to proactive localization.

Signs You Need a Translation Needs Assessment

How do you know it’s time to assess your translation strategy? Here are a few red flags:

Inconsistent workflows and quality issues

• Are some documents translated internally while others are outsourced to vendors? 
• Do different departments follow their own localization processes or apply varying quality standards? 
• Do you work with different translation teams and are unsure of the translation quality?
• Are you unsure of how to improve your current translation workflows to help you scale translation efforts?

When workflows are inconsistent across teams, it can lead to a range of issues such as missed deadlines, confusing translations, and increased scope costs. These discrepancies can also dilute your brand voice, confuse end users, and create inefficiencies that are difficult to track or resolve (and make it impossible to get ahead). 

How Interpro Helps: 

Our experts can review your translation process, technology, and linguists and provide actionable advice on how to improve your translation workflows.

The skilled localization experts on the Interpro team can help assist you with any of the questions above and help you establish a unified, transparent localization strategy across departments to align internal teams and external partners.

Difficulty evaluating ROI or translation effectiveness

If you can’t clearly measure whether translation is driving meaningful outcomes (or how much it’s truly costing your organization), you may be missing critical opportunities to optimize both performance and budget. Without visibility into the impact of translation efforts, it becomes difficult to justify investments, prioritize resources, or identify areas for improvement.

A comprehensive needs assessment helps bridge this gap by establishing clear goals and identifying key performance indicators (KPIs) that align with your business objectives. These KPIs might include metrics like time-to-market, customer satisfaction scores, engagement rates in localized content, or cost per word across vendors. By tracking these indicators, you can evaluate the return on investment (ROI) of your translation efforts, uncover inefficiencies, and make data-driven decisions that enhance both quality and cost-effectiveness.

Ultimately, a data-informed approach empowers you to treat translation not just as a cost center, but as a strategic asset that supports global growth and customer experience.

How Interpro Helps: 

When reviewing your process, people, and technology, we can provide suggested metrics to track and process improvement opportunities to reduce inefficiencies and maintain consistent translation quality.

Underutilized Translation Technology 

Many organizations invest in powerful localization tools like Trados, Phrase, or develop comprehensive translation memories (TMs), terminology glossaries, and style guides.

But these resources are often underutilized or inconsistently applied across teams and projects. This can lead to duplicated efforts, inconsistent terminology, and missed opportunities for cost savings and quality improvements.

Similarly, AI translation workflows that combine the speed of machine translation with human editing can be highly efficient, but only if editors are trained, quality expectations are clear, and the right content types are selected for automation. 

By identifying gaps in tool usage and workflow alignment, organizations can unlock the full potential of their localization tech stack, improving consistency, reducing turnaround times, and maximizing return on investment.

How Interpro Helps: 

A needs assessment can uncover where these tools are being underused, misused, or where they could deliver greater value. For example, Trados and Phrase offer robust TM and terminology management features, but if teams aren’t aligned on usage protocols or if integrations aren’t optimized, the benefits are diminished. 

Key Components of a Translation Needs Assessment

Vendor performance review

A Vendor Performance Review is a critical step in ensuring your language service providers (LSPs) are aligned with your business goals and translation quality expectations. This process involves a structured evaluation of your current vendors across several key dimensions:

• Quality: Are the translations accurate, culturally appropriate, and aligned with your brand voice? Are they consistently using your approved terminology, tone, and style guides?
• Turnaround Time: Are deadlines being met reliably? Are urgent requests handled efficiently without compromising quality?
• Communication: Is the vendor responsive, proactive, and transparent in their communication? Do they provide clear updates, flag potential issues early, and collaborate effectively with your internal teams?
• Tool Usage: Are they effectively leveraging your translation memory (TM), glossaries, and preferred platforms like Trados or Phrase? Are they following your MTPE workflows where applicable?
• Consistency: Are they delivering consistent results across different content types, languages, and projects? Or do you notice variability depending on the translator or project manager?
• Scalability and Flexibility: Can the vendor scale with your needs as your content volume grows or as you expand into new markets? Are they flexible enough to adapt to evolving requirements?

A thorough review helps you identify high-performing vendors, flag underperformers, and uncover opportunities for process improvements or cost savings. It also opens the door for more strategic partnerships, where vendors become true collaborators in your global content strategy and not just service providers.

How Interpro Helps: 

Interpro has experience building localization workflows for nearly every major platform and professional linguistic teams in 128+ languages. We can help you interview, score, and select the best translation agency for your goals, or provide surveys and quality scoring analyses to review current vendors.

Workflow and process analysis

Taking a detailed look at your translation process from the moment content is created to its final review and approval can reveal hidden inefficiencies that drain both time and resources. 

This kind of analysis often uncovers redundant steps, unclear responsibilities, or manual processes that could be automated. For instance, content might be passed back and forth between departments without a clear owner, or reviewers may be working from outdated versions due to a lack of centralized tools.

Another equally important process to examine is how translation tasks are handed off between teams: 

• Are source files being prepared in a way that’s compatible with your translation tools?
• Are translators receiving the context they need to work efficiently and accurately?
• Are reviewers and approvers looped in at the right stages, or are they brought in too late and causing delays or even rework?

By mapping out these handoffs and identifying where breakdowns occur, you can streamline collaboration, reduce turnaround times, and ensure that everyone involved in the localization process is working from the same playbook. This not only improves operational efficiency but also enhances the overall quality and consistency of your multilingual content.

How Interpro Helps: 

We partner with you to find gaps in your translation workflows and train your team on how to close those gaps. From identifying bottlenecks, to writing localization-friendly source files, and how to QA final translations in a different language, we make sure your team is prepared on handling the localization process.

Technology and tool audit

This step involves a comprehensive evaluation of:

• your current localization technology stack
• machine translation engines
• AI translation tools or translation as a feature (TaaF) tools
• computer-assisted translation (CAT) tools
• translation memories (TMs)
• glossaries
• content management system (CMS) integrations
• review and quality assurance processes

The goal is to understand how effectively these tools are supporting your workflows and where they may be introducing unnecessary complexity or inefficiencies.

For example:

• Are your CAT tools (like Trados or Phrase) fully integrated with your CMS, or are teams manually exporting and importing content? 
• Are your TMs and glossaries centralized and consistently updated, or are different teams using outdated or conflicting versions? 
• Are your review platforms intuitive and collaborative, or do they create bottlenecks in the feedback loop?

How Interpro Helps: 

We provide analysis that helps identify:

• Redundant or underused tools that could be consolidated or retired.
• Gaps in automation where manual processes could be streamlined.
• Integration issues that slow down content flow between systems.
• User adoption challenges, such as lack of training or unclear processes.

By pinpointing which tools are truly adding value and which are causing friction, you can make informed decisions about optimizing your tech stack to improve efficiency, consistency, and scalability across your localization program.

Stakeholder interviews and documentation review

Gathering input from key stakeholders is essential for understanding the real-world challenges and inefficiencies within your localization process. To get a complete picture of your needs, collaborate with:

• technical writers
• content creators
• reviewers
• translators
• project managers
• localization engineers

These individuals are closest to the day-to-day operations and can provide valuable insights into what’s working, what’s not, and where improvements are needed. 

For example:

• Marketers or content creators might highlight issues with unclear source text or tight timelines, while translators may point out inconsistencies in terminology or lack of context. 
• Localization engineers and project managers can shed light on bottlenecks, communication gaps, or tool limitations.
• A DTP specialist can point out how to format source files for easier translation. 

In parallel, reviewing existing documentation (such as brand guidelines, translation style guides, tone-of-voice documents, and workflow SOPs) helps assess how well your current processes support consistency, quality, and scalability. Are these resources up to date? Are they being followed consistently across teams and languages? Are they accessible and easy to use?

This dual approach of combining stakeholder feedback with documentation review provides a holistic view of your localization ecosystem. It helps identify both systemic issues and quick wins, ensuring that your strategy is grounded in real-world needs and aligned with your brand’s standards.

Interpro provides consultative advice to clients over many different growth strategies through language, such as translation needs assessments.

How Interpro Helps: 

Interpro can help you conduct stakeholder interviews and review existing workflow documentation. Let us know how our team can support you. 

Benefits of Conducting the Assessment

The real value of a translation needs assessment lies in what it unlocks for your business.

Identifying hidden inefficiencies and cost savings

A comprehensive audit of your localization operations can reveal hidden inefficiencies that may be costing your organization time and money. These often include duplicated efforts, such as multiple teams translating the same content independently, or maintaining separate translation memories that aren’t shared across departments. It can also uncover outdated tools that no longer integrate well with your current systems, or lack the automation features needed to support modern workflows.

Additionally, many teams still rely on manual processes (like copy-pasting content between systems, or tracking terminology in spreadsheets) that could be streamlined or fully automated using integrated platforms and workflow tools. These inefficiencies not only slow down delivery but also increase the risk of errors and inconsistencies.

Aligning localization efforts with business objectives

With a clear understanding of your translation landscape including tools, workflows, stakeholder needs, and vendor performance, you can better align your localization strategy with your broader business objectives. This alignment ensures that translation is not just a support function, but a strategic enabler of growth and efficiency.

Examples of localization strategy for business growth:

• Entering new markets: If your company is expanding into Latin America or Southeast Asia, a well-aligned translation strategy ensures that product documentation, marketing materials, and customer support content are localized accurately and are culturally adapted. This helps build trust with new audiences and accelerates market entry.
• Improving customer experience: For global customers, accessing content in their native language (whether it’s onboarding guides, FAQs, or in-app messages) can significantly improve satisfaction and reduce support tickets. A consistent translation process ensures that messaging is clear, helpful, and aligned with your brand voice across all touchpoints.
• Supporting multilingual staff: In organizations with a diverse workforce, translating internal communications, training materials, and HR policies helps ensure inclusivity, compliance, and employee engagement. A streamlined translation process ensures that all employees receive timely and accurate information, regardless of language.

By aligning your translation efforts with these kinds of strategic goals, you can demonstrate clear ROI, improve operational efficiency, and deliver a more cohesive global experience for both customers and employees.

Setting measurable KPIs and quality standards

A needs assessment helps transform vague perceptions of translation performance into clear, measurable benchmarks that can be tracked and acted upon. 

Rather than relying on anecdotal feedback or gut feelings, you gain concrete data points that reflect how well your localization efforts are functioning. We recommend tracking these benchmarks:

• turnaround times
• cost efficiency
• review accuracy
• user satisfaction

These KPIs become essential tools for guiding strategic decisions. They allow you to monitor progress over time, identify areas for improvement, and demonstrate the tangible value of your translation program to stakeholders. With this clarity, you can shift from reactive problem-solving to proactive optimization, ensuring that your localization efforts are not only efficient but also aligned with broader business goals.

Common Translation Needs Assessment FAQs

What is a translation needs assessment?

It’s a systematic evaluation of your translation and localization practices, aimed at improving efficiency, consistency, and ROI.

How do we know if our current process is working?

If you’re experiencing delays, quality issues, or confusion about how translation decisions are made, it’s time for a review.

What should be included in the assessment?

A vendor review, workflow analysis, tech audit, and stakeholder feedback are essential. You should also assess terminology management, project scoping, and quality control processes.

How long does the assessment take?

This depends on your organization’s size and complexity, but most assessments can be completed in a few weeks with the right partner.

Will the results justify the investment?

Yes. Clients often realize cost savings, faster delivery times, and higher translation quality after implementing recommendations.

Interpro’s Approach to Conduct A Translation Needs Assessment

At Interpro, we take a consultative approach to translation needs assessments. Here’s how we support our clients:

Tailored assessments by industry

Whether you operate in healthcare, education, manufacturing, or the nonprofit sector, Interpro Translation Solutions customizes every assessment to reflect the unique demands of your industry. 

We understand that each field comes with its own specialized terminology, compliance standards, and audience expectations. For example:

• We focus on localization and cultural relevance to support diverse audiences in many industries.
• For manufacturing clients like Klein Tools, we emphasize precision and consistency in technical documentation, safety manuals, and product labeling. 
• And in the nonprofit sector, we tailor messaging to resonate with communities while maintaining the integrity of your mission. 

By aligning our assessments with your industry’s language, regulatory landscape, and user needs, we help you deliver high-quality, impactful content across every market you serve.

Get an end-to-end evaluation of systems, vendors, and workflows.

Work with our team to go far beyond surface-level analysis. We take a deep dive into how translation fits into your broader content ecosystem and provide consultative advice. We examine not just the words on the page, but how our team can support your brand, user experience, and global communication goals. 

Our assessments are comprehensive, evaluating every stage of the localization workflow, from initial file preparation and content formatting to translator handoffs, in-context reviews, and final quality assurance. We look at how content flows between systems, how teams collaborate, and where friction points may be slowing you down or compromising quality. By understanding the full lifecycle of your content, we help you build a translation process that’s not only accurate and efficient, but also fully aligned with your strategic objectives.

Actionable roadmap for scalable localization success

After conducting a thorough assessment, we provide a prioritized, actionable roadmap designed to elevate your localization program. This plan goes beyond general recommendations; it’s tailored to your specific goals, challenges, and infrastructure. We outline which improvements will have the greatest impact and in what order they should be tackled for maximum efficiency.

Our action plan may include tool recommendations such as:

• Adopting or optimizing translation technology like CAT tools, translation management systems, glossaries, or style guides.
• Implementing internal client reviews (ICRs) and quality scoring.
• Developing processes that streamline workflows to eliminate bottlenecks, reduce manual effort, and enhance collaboration between teams.
• Formulating content development approaches for source language files.
• Monitoring vendor performance with strategic evaluation for partner consolidation or diversification to ensure quality and scalability.
• Defining key performance indicators (KPIs) like turnaround time, cost-per-word, or quality scores so you can track improvements and demonstrate ROI over time.

We equip you with a clear, strategic path forward: one that transforms insights into measurable results.

For example, when SEIU 775 Benefits Group needed to streamline multilingual caregiver training, Interpro developed an integrated localization strategy and training bootcamp for their team that now supports over 9,000 ESL caregivers with accurate, culturally-relevant content. Our partnership included not only translation, but glossary development, DTP, and continuous process improvement.

Start Your Translation Needs Assessment

Meet with our team to discover our service solutions and how we can help support you in building a translation workflow that can scale with your business’ operations.

If you’re managing translation across departments or languages and wondering how to improve, a translation needs assessment is the right place to start. It gives you the data, clarity, and direction needed to build a smart, scalable localization strategy.

Whether you’re refining your current approach or building one from scratch, we’re here to help you achieve better results across every language and market.

The post How to Conduct a Translation Needs Assessment appeared first on Interpro Translation Solutions.

Making the Most of Your Translation Investment

As the founder and CEO of Interpro and someone who spent years working inside large enterprise translation companies before launching my own, I’ve seen just about every scenario when it comes to managing localization budgets.

For over 30 years, I’ve helped organizations of every size and industry make smart, sustainable investments in translation. And if there’s one thing I’ve learned, it’s this: saving on translation isn’t about cutting corners. It’s about making the right moves early and often to maximize every dollar.

When done right, your translation strategy drives long-term revenue and communication success. It creates consistency. It scales with your business. And it sets you up for better outcomes across markets and languages.

Here are 12 practical strategies I recommend to any organization looking to make their localization budget go further without sacrificing quality. Get help implementing any of these strategies, or get tailored guidance by contacting our team here.

Strategy 1: Provide Editable Source Files

What it means: Submit source files in formats like Word, PowerPoint, Excel, or InDesign, and never just PDFs or image-based files.

Why it saves: Editable files reduce or eliminate the need for file engineering or reconstruction. That means less time and fewer billable hours spent preparing your content for translation.

Example: We’ve had several clients who send PDFs for every training document, but saved thousands by switching to editable files because it cut engineering time by more than half.

How Interpro helps: We accept all major source file types, and will advise you on the most efficient way to prepare files for translation. Our engineering team is here to help you make that shift.

Strategy 2: Finalize Content Before Translation

What it means: Don’t translate drafts. Submit only final, approved versions of your content.

Why it saves: Unless you’re specifically working in an agile workflow, mid-project edits can trigger retranslation fees, version control issues, and delays across multiple languages. 

Example: One organization revised their compliance handbook mid-project and paid double to update it across eight languages. Finalizing content up-front could have saved 40% of their translation cost.

How Interpro helps: We support you in setting up internal content workflows so translations only begin when files are ready. That keeps your budget and delivery timelines predictable.

Strategy 3: Bundle Content Strategically

What it means: Group similar documents, projects, or campaigns together for translation instead of submitting them piecemeal.

Why it saves: Bundling reduces administrative work and increases Translation Memory (TM) leveraging to help qualify the bundled projects for volume pricing. Translators can also work more efficiently the more context they have available.

Example: A marketing team that bundled three product brochures instead of submitting them separately saved ~25% by reducing repetitive work and formatting time.

How Interpro helps: We can help you coordinate large content drops while providing guidance on batching for TM optimization.

Strategy 4: Use a Partner That Builds and Maintains Your Translation Memory

What it means: A TM stores previously-translated segments to reuse in future projects.

Why it saves: You don’t pay full price again for content already translated. Plus, it ensures terminology and phrasing stay consistent, and increases translator productivity.

Example: SEIU 775 Benefits Group built a TM across 18 languages and saw long-term cost reductions thanks to reusable content segments.

How Interpro helps: We create, manage, and regularly update TMs for all clients. You own the data and can request your TM any time.

Strategy 5: Establish a Translation Glossary Early On

What it means: A glossary defines preferred translations for key terms, product names, and jargon.

Why it saves: It reduces questions from linguists, avoids inconsistencies, and cuts down on revision cycles.

Example: Armstrong International used a glossary to unify 8 localized websites. This upfront investment eliminated repeat edits and ensured brand alignment.

How Interpro helps: We help clients build custom glossaries from day one and integrate them into all active projects.

Strategy 6: Invest in Consistent Source Language

What it means: Write your original content clearly and uniformly.

Why it saves: Good source content leads to more accurate, faster translations and reduces the number of clarifications requested by linguists.

Example: A technical manufacturer improved source documentation clarity, which cut their average translation time by 30%.

How Interpro helps: Our linguists flag unclear phrasing and help you refine your source content when needed.

Strategy 7: Avoid Overlocalizing When Not Necessary

What it means: Focus your efforts on translating high-impact content. Not every visual, word, or sentence needs to be localized. 

Why it saves: Prioritizing only what’s essential prevents unnecessary translation spend, especially for internal or low-visibility content.

Example: Global HR teams often opt to translate only key educational content that improves culture, while seeing diminishing returns on translating complete policy and educational libraries. Generally HR will focus on translating employee handbooks, key onboarding and safety courses, and required annual training.

How Interpro helps: We advise on what to translate fully, partially, or not at all based on your goals and audience.

New to localization? We cover localization for business basics in this article. 

Strategy 8: Leverage Translation Memory Across Projects

What it means: Apply your existing TM to every new translation request.

Why it saves: Reused content in the translation memory gets translated faster and more affordably. The more you translate, the more you save over time.

Example: A medical client reused 30% of content in every quarterly training update. With TM in place, they reduced their per-project cost by nearly one-third.

How Interpro helps: We track TM usage metrics and advise clients on areas of high reuse to maximize ROI.

Strategy 9:  Consider Machine Translation with Human Review for Low-Risk Content

What it means: AI-powered machine translation is proving to be effective in different industries, just be sure to follow it with human post-editing.

Why it saves: For non-critical documents, this hybrid method offers fast, affordable translation with acceptable accuracy.

Example: Recently, clients are using AI translation with human review called Machine Translation Post-Editing for translating internal training guides, lowering costs while preserving readability.

How Interpro helps: We offer secure, human-reviewed MT workflows with quality controls in place to avoid inaccuracies, errors, and brand damage.

Strategy 10: Prioritize Languages Based on Business Goals

What it means: Focus on translating for high-impact markets first, then scale.

Why it saves: Every additional language increases costs. Starting small allows you to test performance and return before broadening scope.

Example: A manufacturing organization translated into Spanish and German based on market data, then expanded to four more languages after proving ROI in new markets.

How Interpro helps: Our consulting services help you identify the most valuable languages for your audience and business model, and then create an efficient translation process.

Strategy 11: Reuse Previously-Translated Assets

What it means: Repurpose translations from one medium (e.g., a brochure) to another (e.g., web copy).

Why it saves: You avoid duplicating work for similar content and ensure consistency across touchpoints.

Example: A client repurposed product descriptions from translated spec sheets for their ecommerce site, eliminating the need for separate translations.

How Interpro helps: We archive and manage all translated content so you can easily reuse it across channels.

Strategy 12: Choose a Partner That Offers Strategic Guidance

What it means: Work with a provider that advises you, and can guide the translation process for you.

Why it saves: Strategic guidance prevents costly missteps and helps you plan smarter from the beginning.

Example: Association Forum partnered with Interpro to localize their events and publications. Our consultative approach helped them avoid rushed rework and streamline multilingual content across all platforms.

How Interpro helps: We don’t just execute. We collaborate with you to build efficient, scalable, and budget-conscious translation programs.

Key Takeaways: Translation Savings Without CompromisingQuality

Looking to make your translation strategy more efficient and your translation budget work smarter? Schedule a consultation with Interpro today and let’s talk.

Every dollar you spend on translation should go toward accuracy, clarity, and long-term value. These 12 cost-saving strategies help you reduce spend, improve consistency, and scale communication confidently.

These recommendations come from years of seeing what works and what doesn’t. Translation can be complex, but it doesn’t have to be overwhelming or unnecessarily expensive. When you plan ahead, partner well, and use the right tools, you can control costs while increasing impact.

At Interpro, we help our clients build smart, scalable strategies that support long-term growth. If you’re looking for a partner who’s been in your shoes and knows how to make every cent matter, we’re here to help.

The post 12 Smart Ways to Save on Translation Costs appeared first on Interpro Translation Solutions.

InDesign Translation = Words + Layout + Visuals

Adobe InDesign is the go-to platform for designing professional, high-impact documents. From sleek product catalogs and compliance manuals to nonprofit reports and HR handbooks, InDesign gives teams the tools to create branded, visually consistent materials that stand out.

But translating those same beautifully built files into multiple languages? That’s where things can fall apart fast.

Fonts break.

Text spills out of boxes.

Layouts skew off-center.

Suddenly, your polished document looks like it barely survived the translation process. If you’ve ever opened an auto-translated InDesign file and gasped, you’re not alone.

Let’s walk through why translating InDesign files is different, and how working with a professional team that offers multilingual Desktop Publishing (DTP) can save time, money, and your reputation.

Formatting Translations in InDesign

InDesign translation is about more than translating words. It’s about preserving the brand look and feel of the design in the document.

When we talk about translating an InDesign file, we mean:

• Extracting the translatable content from the .INDD or .IDML file.
• Running that content through the translation process (either human-led or AI-generated with Machine Translation Post-Editing).
• Importing the translated content
• Adjusting the layout so it fits the target language and reads just as clearly.
• Delivering a file that looks and feels like it was originally designed in the target language.

This process requires multilingual desktop publishing and close collaboration between linguists, project managers, and multilingual DTP experts who know how to keep your fonts from breaking, your layouts from shifting, and your meaning from getting lost in translation. If consistency is important, you might also consider developing a glossary or style guide. 

Interpro’s multilingual desktop specialist formatting a translated document. 

Where InDesign Translation Breaks (and How to Prevent It)

If you’re reading this, chances are you’re trying to fix one of these problems:

• Text Overflow: Long translations break narrow columns and shift content.
• Broken Lists: Text expansion or contraction can shift pagination, leading to an inaccurate table of contents and index.
• Inappropriate Fonts: Many English fonts don’t support characters in languages such as Arabic and Chinese, for example.
• Hard-Coded Line Breaks and Tabs: These confuse sentence segmentation and force incorrect line endings.
• Alphabetization: Is there an alphabetized glossary of terms in your layout? It should be alphabetized in the target language, too. 
• Or one of the many other problems that can happen during desktop publishing. 

And sometimes you don’t even know where the formatting breaks because you don’t speak the language. With multilingual DTP, these problems are noticed and fixed before they get published.

Why Free Tools Don’t Work for InDesign Translation

You can’t copy-paste a beautiful design into Google Translate and expect it to come out the other side intact. Free tools weren’t built to:

• Understand typographic hierarchy or design context.
• Detect hidden or embedded text.
• Respect regional formatting nuances (currency, date/time formats, legal phrasing).
• Account for major layout shifts (like English-to-German text expansion or right-to-left reading for Arabic).

We’ve seen it first hand: headers overflowing, lists reformatted into unrecognizable blocks, brand colors mismatched. Even worse? Clients who have to pay to fix broken files after trying to save money upfront. We cover some additional considerations about using free translation tools here.

Generally, if you’re seeking to build a professional, global brand, you need professional document translation services. 

Preparing InDesign Files for Translation: Your Shortlist

Want to make your translation project smoother? Here are steps to prep your files:

• Package the file: Include .INDD and .IDML files, local fonts, and linked images
• Use styles consistently: Paragraph and character styles = smoother formatting in the target language(s)
• Don’t hide text: Remove or indicate any content that does not require translation
• Send a reference PDF: It shows us exactly how your final layout should look

This gives your translation team (and your future self) a much clearer starting point. To really prepare, check out our indesign translation prep recommendations.

The InDesign Translation Process

Let’s say your marketing team just finalized a 20-page InDesign brochure in English. You want to release it in Spanish, French, and Vietnamese. 

Interpro’s InDesign Translation Process in 7 Steps

Here’s what we do next:

1. Analyze the File

   We check for compatibility issues (fonts, embedded text, language support).
   

2. Extract the Text
   

   Using translation software compatible with the .IDML interchange format, we extract clean, well-segmented content.
   

3. Set Up Glossaries + Translation Memory
   

   Brand tone matters. We create a style guide or reuse your existing terminology.

4. Translate with In-Country Linguists
   

   Our translators are fluent, subject-matter experts who understand cultural nuance and industry language.

5. Format the Layout
   

   Our DTP team imports the translated content and adapts the layout based on language-specific criteria. Images are localized. Table of Contents, Indexes, cross-references, and other generated lists are updated. 

6. Conduct Quality Assurance
   

   A final round of linguistic and visual QA checks everything from punctuation to pixel alignment.

7. Deliver Your File
   

   You get a fully translated, fully formatted .INDD file and a polished, print-ready PDF.

Where We See This Most: Real InDesign Translation Use Cases

• Marketing teams translating product catalogs and ad campaigns
• Associations and nonprofits producing multilingual newsletters and guides
• HR departments sharing onboarding packets or employee handbooks
• Compliance teams publishing safety documentation in multiple regions

Success Stories: SEIU 775 Benefits Group

SEIU 775 Benefits Group works with Interpro to translate and localize healthcare training materials for caregivers across diverse U.S. communities. These materials, often designed in InDesign, are published in Vietnamese, Spanish, Amharic, Somali, and more.

SEIU 775’s manager of all the organization’s localization projects flew to our headquarters in the greater Chicago, IL area to receive expert training on improving their translation workflow and file prep. 

For SEIU, translation is about breaking down communication barriers and getting their caregivers engaged. Interpro makes sure the meaning is precise, the layout remains clean, and every audience receives a version that feels native to help their organization build trust with their audience.

Why Does SEIU 775 Choose Interpro?

• Full support for any file type or cloud-based platform 
• Certified translations and ISO-certified workflows with real human oversight
• In-country linguists in 128+ languages
• Subject matter experts in compliance-heavy, technical, and creative industries

Ready to Translate? Start With a Single .INDD

Find out how easy it can be to get the translation right the first time. Get the behind-the-scenes professional translation experience and request a free sample translation.

We’ll take you through the InDesign translation process with one of your documents to show how Interpro makes it seamless to get accurate translations, tone, and formatting every time.

Document translation is the start of your growth strategy, your risk mitigation plan, and your key to clear communication. Whether you’re targeting international markets or supporting U.S. audiences with English-as-a-Second Language, we tailor translation solutions that help you scale with confidence.

The post InDesign Translation: How to Translate Files Without Breaking Formatting appeared first on Interpro Translation Solutions.

You’ve spent significant time and resources developing your content, and you want to be sure to maximize its impact. If you’re ready to expand into the international marketplace, communicating your message in the language of your target audience is imperative. Partnering with a professional translation agency is a smart move, especially when it comes to InDesign translation.

The InDesign Translation Process

You value your content and your design, and you want to keep your message clear and your images crisp. Professional document translation and Multilingual Desktop Publishing (DTP) teams will make that happen. 

Here’s how your professional translation team ensures your translated InDesign file is translated accurately and well-designed.

However, there are some preparatory steps that you need to take to get your file ready for professional InDesign translation. By planning ahead and implementing these tips, the translation process will go much more smoothly.

You’ll want to follow the same steps as you would when preparing for document translation, but with a few extra considerations due to the complexity of InDesign. If you’re working with a high volume of files or need the files in several languages, it’s especially important to take these additional steps before launching a full-scale project to keep translated content consistent across communications.

The Four Steps to Translating InDesign Documents

1.  Work from a style guide

One of the first steps you need to take is to create a translation style guide. Style guides can capture everything from actual writing style, such as AP (Associated Press) or MLA (Modern Language Association) and/or tone, such as conversational or formal. More so, style guides can also include things like logos, slogans, catchphrases, color schemes, font sizes, and font types.

Not only do style guides keep things consistent for in-house work, they also help resources outside of your organization to better adhere to your brand standards. Keeping everyone on the same page is important to ensure efficiency, consistency, and the overall integrity of your brand. This approach can prove beneficial when it’s time for professional InDesign translation.

2.  Simpler is better

If you intend to have your work localized in one or more languages, you need to be mindful of your initial design. Multilingual Desktop Publishing is also a step where you can save money if you prepare your InDesign files correctly by reducing the amount of work for the DTP specialist. If you’re seeking to reduce costs, simpler is cheaper.

When translating InDesign documents (or any documents that can have formatting breaks and visuals that need to be translated), your project will require Multilingual Desktop Publishing (DTP). This is the step that fixes any formatting that breaks during the translation process. 

Here are some points to consider in your initial design that can make the translation process easier and more cost effective. 

Design Elements

All of these design elements matter, and keeping them simple helps:

• White space
• Font families
• Font sizes
• Character spacing and paragraph margins
• Text wrapping around images

Groupings

When content is translated into another language, some shifting in the layout is inevitable. A professional translation team will work with your company on issues such as pagination, but anchored objects and grouped objects can also help. As you create your initial design, if there are elements that need to stay together, such as an image and its respective caption, you will want to group and/or anchor them. As aspects of your design get translated, the elements will stay together.

Alignments

InDesign has robust alignment options, but that doesn’t mean that everyone is familiar with them. Take the time to explore the features in InDesign that impact alignment. This way, you won’t be tempted to adjust the location of your text by adding spaces and tabs. Instead, use alignments that match the design intent. You might also want to investigate hanging indents. By using the capabilities built into InDesign, you are less likely to create segmentation issues in the source file.

Overall, making informed choices in your initial design makes it easier to format the finished product. Of course, working in tandem with a professional translation team can address any design issues.

3. Know a Thing or Two about Expansion

You don’t have to be a language expert. That’s why you’ve engaged the services of a professional InDesign translation team. However, you do want to be conscious of how you write your original content. If the text is originally written in English, it will most likely expand when translated into certain languages.

Can you spot how our client’s designer left plenty of space to adjust the design of the expanded text?

In many cases, you can’t anticipate which target markets your content will be distributed in or which languages you will need to translate it to. Maybe you’re simply not aware of the most popular languages for business translation. However, having a general understanding of language expansion can help you more efficiently lay out your original document.

4.  Plan Your Images Strategically

People tend to include text in their graphics in a few different ways: they either include it in the image file, or they use text frames that are placed over the image. On the surface, the difference might seem insignificant. In fact, there’s a good chance that you can’t actually tell which was used when you’re looking at the finished product.

When it comes to translating your content, however, the way your images are initially designed matters. Text in an image requires a few extra steps during the preparation and execution phases; any text that is within the image will not be available for translation when the content is exported from InDesign. Instead, by placing the text over your images using InDesign’s text frames, you can actually ensure that all of the text is easily captured, which will save time and money.

Need more help preparing for the translation process?

Find out how easy it can be to get the translation right the first time when you work with experts. Get the behind-the-scenes professional translation experience and book a free sample translation. 

At Interpro, we’ve seen time and again that clients who invest time in preparing for translation projects achieve the best results. From defining your audience to setting up glossaries and publishing the final translated files, the Interpro team can help you at any stage of the translation process.

Whether you’re testing workflows by translating a simple document into one language, or need an expert in a complex, multi-language project with multimedia components, we’re here to guide you at every stage. With our experienced team, we’re your full-service language partner, committed to your success.

The post How to Prepare for InDesign Translation in 4 Steps appeared first on Interpro Translation Solutions.

Getting Started Translating Marketing Documents

As a CMO or communications strategy manager, you probably already have something in hand that you know you want to translate. Whether it’s internal communications to build better global teams or a campaign to test if global growth is right for you. 

But it’s not enough to say “translate this please”. We need to define the type of document translation you need. 

So what should you expect when asking for a marketing translation? That’s what we’ll cover in this article.

What Is Marketing Document Translation? 

Marketing document translation refers to the adaptation of promotional content such as brochures, websites, social media ads, email campaigns, product catalogs, and more into another language. 

But you’re far more likely to be considering professional localization or transcreation (which we’ll also cover in this article). The translation of marketing material is one of the most challenging areas of the translation and localization industry.

When you’re translating instructions or help documents, the goal is very clear. You’re not trying to be creative. You just need to explain how to use something in a way that makes sense in the new language. Translators need to have subject matter expertise and write clearly. These kinds of translations don’t have hidden messages or special meaning, just facts.

Marketing is very different. Marketing is about getting people to take a desired action. So, the goal of a brochure is not the same as a user guide. A brochure needs to catch attention, persuade, or trigger an emotion – while a user guide just needs to explain how something works.

How to Handle Creative Marketing Campaigns in Translation

So how should the translator handle it? Should they get creative or just stick to the words?

Usually, a translator’s job is to say the same thing in another language without adding or leaving anything out. They localize the content and keep the meaning, style, and cultural tone of the original text intact. But just following those rules doesn’t always work for marketing content. A basic word-for-word translation might not share the real message the company wants people to feel.

Interpro has partnered with many global marketing teams to localize global websites and supporting documentation. 

Translating branded material requires a special kind of subject matter expert who can preserve your brand’s tone, values, and intent while ensuring the content resonates with new cultural and linguistic contexts. This is where transcreation, a blend of creative translation and copywriting, often plays a critical role.

What is Transcreation? 

Transcreation is the adaptation of marketing content across languages in a way that preserves emotional resonance, intent, and brand voice. It often requires collaboration with your team and could involve a complete rewrite by a native-speaking marketer rather than a literal translation. It’s most applicable when direct translation would miss cultural nuance, humor, or persuasive impact.

Take a look at this Coca-Cola ad – this is localization and transcreation in action. It was likely originally developed in English and either localized or transcreated for the Colombian market. Notice how the visuals, tone, and cultural cues were adapted to resonate with local audiences.

Translating marketing material is trickier than it looks. A joke or catchy phrase in one language can sound silly or even rude in another. Slogans and taglines often can’t be translated at all because they depend on culture, wordplay, or local references that don’t exist in other countries. Things like metaphors or rhymes may need to be completely reimagined in the new language. 

When we see creative marketing materials, that’s when we ask: is a regular translator the right person for this kind of creative work?

Transcreation Applications in Marketing:

You may be seeking transcreation services for the following materials:

• Social Media Campaigns: Rewriting taglines, captions, and hashtags so they’re culturally relevant and grab attention in the target language.
• Email Marketing: Adapt subject lines, CTAs, and body content to reflect relevant offers for the target audience, voice, tone, and preferences of local readers.
• Websites: Reworking hero copy, value propositions, headlines, and even visuals to appeal to cultural buying behaviors and expectations.
• Internal Culture Campaigns: Translating company values or DEI messaging in a way that resonates with global teams, not just linguistically but emotionally and contextually.
• Ad Copy & Slogans: Replacing or rewriting slogans that rely on wordplay, idioms, or emotional appeal so they make sense and have the same persuasive power in another market.
• Product packaging, brochures, and catalogs for international distributors

To clarify:

• Standard translation conveys meaning accurately, focusing on word-for-word conversion.
• Marketing translation and localization ensures that meaning is emotionally relevant and culturally aligned, and the brand visuals and voice stay consistent across marketing channels.
• Transcreation goes even further, recreating content to evoke the same impact, emotion, and action in each target market, often requiring a total rewrite rather than a direct translation.

Transcreation Examples in Marketing

Slogan transcreation example: “Crack Open a Smile”

“Crack Open a Smile” may become “Happiness in Every Sip” in one language and “Taste Joyfully” in another to retain its original sentiment.

It might land well in English, but directly translating it to another language could confuse or even alienate the target audience. In transcreation, that phrase is reimagined to retain its original intention but make sense in the new language. 

Graphics localization example: Visit Orlando 

One of Interpro’s clients did transcreation of marketing brochures that included:

• Visual representation: Making sure the audience sees themselves reflected in the content increases relatability and trust.
• Cultural relevance: Certain images, colors, gestures, or expressions may carry different connotations across cultures.
• Emotional resonance: The goal is to recreate a brand that resonates with emotional impact for a different audience, which often requires changes to images, layout, tone, and phrasing. 

Interpro has helped countless clients tailor their documents for diverse U.S. audiences or global marketing campaigns. We connect you with the right subject matter expert to ensure your message is understood and impactful.

This image is a perfect example of transcreation in practice. Rather than simply translating the text of a vacation guide, the publishers adapted the entire experience for different cultural audiences. The Chinese-language version features imagery and messaging tailored to resonate with Asian families, while the Spanish-language version highlights visuals more relatable to Hispanic audiences. 

When seeking language services, you’ll want to consider the level of translation, localization, or transcreation you’ll need. A provider like Interpro can provide consultative advice on what level of localization will be the best fit, depending on your marketing goals.

How Your Translation Partner Seriously Impacts a Successful Global Growth Strategy 

A well-documented example of global branding gone wrong is KFC’s mistranslation of its slogan “Finger Lickin’ Good” in China. When KFC entered the Chinese market in the late 1980s, the slogan was translated literally, resulting in the phrase “Eat your fingers off.” This translation not only confused consumers but also damaged KFC’s brand image in China, forcing the company to quickly correct the error and adjust its marketing approach.

Investing in high-quality marketing translation helps you:

• Protect your brand from misinterpretation and reputational damage
• Build trust with local audiences who feel understood and respected
• Increase conversions and engagement by aligning content with cultural values

In fact, research shows that 76% of consumers prefer to buy products in their native language, and over 40% say they won’t even consider purchasing from websites in other languages.

But how do you make sure your brand doesn’t end up like KFC’s?

Successful global expansion requires teamwork and collaboration from many subject matter experts. The translator does their best job, shares helpful notes or suggestions, and brings ideas to the table. But only the client knows their brand, their audience, and how they want to be seen. They’re the ones who should make the final creative choices. But you need a partner that can bring that creativity to life in other languages.

We frequently collaborate with clients to create tools to elevate your brand. We suggest:

• Provide a detailed creative brief to help the team understand the complexity of the marketing materials.
• Providing past marketing references.
• Creating tools like translation glossaries or style guides to educate the translation team on your brand. 
• Share feedback on the translation and send back the edited version. When clients and translators work together, the results are better and both sides are more excited to work on the next project.

We’ve seen this time and time again – businesses that invest in translation and localization the way they invest in their brand pays off in global expansion. Armstrong International is a clear example of an Interpro client experiencing global growth through localization. 

Key Takeaways: Marketing Translation Challenges (And How to Solve Them)

Your translation partner should be able to offer expert guidance on how to navigate considerations like these:

1. Cultural Nuances Marketing thrives on emotional resonance: humor, idioms, and wordplay. These often don’t translate directly. A campaign slogan that’s witty in English might sound flat or inappropriate in another language. To solve this, we use transcreation, working with in-country linguists who deeply understand both language and culture.
2. Design Limitations In DTP-heavy formats like InDesign, even small changes in word length can cause major layout shifts. Right-to-left languages like Arabic require mirrored formatting. We collaborate early with client design teams to adjust layouts and prevent costly redesigns post-translation.
3. Missing Source Files Clients sometimes only have PDFs and not the original design files. In these cases we can recreate the PDF to be editable, but doing this adds substantial time and cost. Planning ahead ensures your translation partner receives native files like .INDD or .PSD to streamline the process.
4. Regulatory and Legal Language Industries like healthcare, finance, and education require marketing copy to meet strict legal and compliance standards. Our certified translators are also subject matter experts who ensure these materials remain accurate and legally sound.
5. International Content Strategy: SEO and search behavior isn’t universal. A keyword that drives traffic in the U.S. might not even register with users in Mexico or Germany. China uses a completely different search engine from the states. You’ll need to localize your strategy along with the content. 
6. Transcreate key messages: CTAs, headlines, and taglines often need more than direct translation to preserve persuasive impact. Native speakers familiar with local trends and consumer behavior can fine-tune messaging for effectiveness.
7. Create a brand glossary and tone guide: This ensures brand consistency across campaigns globally and prevents misalignment during the localization process.
8. Involve your language partner early: Don’t wait until after the design is finalized. Collaboration from the start avoids rework and delays

Need Help? Interpro offers complimentary marketing translation consultations because we know you need advice on how to get started before you get started. Let’s ensure your brand speaks clearly, confidently, and culturally in every market you serve.

Real Marketing Translation Example: Carewell

Carewell provides healthcare training to multilingual communities. They’ve partnered with Interpro to translate complex InDesign documents and promotional assets. Our team helped them translate marketing documents across many different languages, in addition to videos, educational courses, and their website.

Interpro’s client, Carewell, translates many healthcare and promotional document materials for their audience. 

“Working with Interpro made a world of difference,” said Nicole Fullerton, Customer Innovations Manager.“ They understand how to maintain message integrity while adapting to each audience. We’ve seen stronger engagement from caregivers and better performance across the board.”

Great marketing translation requires a partner who:

• Specializes in marketing, creative, and transcreation services
• Offers DTP and file engineering for complex layouts and file types
• Has a multi-layered quality assurance processes 
• Takes a collaborative approach from initial strategy to final delivery

Launch Your Next Global Campaign with Localization Experts

We know translating and localizing marketing campaigns isn’t easy. The advice we provide is based on a successful track record translating thousands of projects over more than thirty years, and we have the expertise to help your business expand into new markets. 

Want a behind-the-scenes glimpse of the professional translation experience? Book a free consultation and sample translation to see how we provide localization strategy advice and approach your branded materials.

The post How to Translate Marketing Documents as a Global Growth Strategy appeared first on Interpro Translation Solutions.