FAQ's

How do I choose a good translation partner?

First of all, decide what service you need. You don't want to end up paying for services you don't really need. Are you after a quick draft translation, or does your project consist of several documents that need to be localized for different markets? Put a brief together with your requirements and potential problems.

Next, select a number of translation partners who you would like to receive quotes from. If you're not entirely sure which services you will need or you would like more information on the options, call around and see which companies are most helpful and knowledgeable.They should be more than happy to give advice on how to go about your translation project.

Once you have received quotes, determine which one offers the best value for money for your project. Things to take into consideration:

• Does the price include proofreading?
• What's the turnaround?
• Does the translation agency / company guarantee they work with native translators only?
• Are they pleasant to deal with? Did they get back to you quickly, answer your questions and ask you the right questions?

When you've made your decision, do one more check on the company you're about to do business with. Are there any reviews available on the internet, have you read any testimonials? Once you're confident you've decided the right partner, make sure the agreements on deadlines and cost are clear and confirmed in writing.

How long does a translation take?

If you're in a rush, don't worry. We can almost always meet your deadline. Just contact us with your requirements and we will do our very best to find a solution.

The time required for translating your document depends on several factors:

• Volume: One translator can translate about 3000 words a day. If your document is longer, we can either work with a team of translators to speed the process up, or take more time. The decision will depend on your deadline.
• Deadline: With a short deadline, we will use several translators who work on different parts of your document. Once the whole document has been translated it will then be reviewed by one proofreader who makes sure the text uses consistent style and terminology throughout. This way of working usually means we will consider your translation as an urgent translation.
• Number of translators: We usually try to keep the number of translators on any project as low as possible to ensure consistency across your communications. If this means more time is required for a longer translation, we will ask you if you would like us to increase the number of translators working on it. All our translations are proofread by skilled linguists who will pick up any errors and inconsistencies in style and spelling.
• Complexity of the subject matter: The more specialized your content is, the longer the translation will generally take.
• Services required: If your translated document needs to be proofread, typeset or coded, we will need to schedule in time for this after completion of the translation.
• Language pair: Firstly, some language pairs are rarer than others and more susceptible to the laws of supply and demand. If there aren't a lot of translators who translate, say, Arabic to Lithuanian, it might be that they are busy with other assignments and we need to wait until they become available. Thankfully this hasn't happened yet, but it does mean that translations between common languages tend to be quicker than translations in not-so-common languages.
  Secondly, certain languages are more labour-intensive than others. For example, as a general rule, translation into Japanese takes longer than English.

How long does editing take?

Editors can proofread 6000 - 8000 words a day. Ideally we try to have just one proofreader per client or project to ensure consistency across translated communications. If the volumes are very large, such as ongoing translation requirements for websites with 100,000+ pages, a good alternative is to use a glossary in addition to the Translation Memory.

Editing is always done after the translation is completed, and for most short documents 1 day is allocated for editing and finalizing.

More information on our proofreading and editing services

How should I submit my files for translation?

Digital / hard copy
Media Lingo deals with all types of documents. We tend to receive mostly digital files, but even if you have a hard copy document that you need translated you can send us a paper copy or a scanned file. We charge a small fee for working with this type of document because we need to manually enter the text into a digital file.

Brief
When you send us your document, we will ask you to complete a form which the translators can use as a translation brief. It will contain questions on the style, target audience and context of the translation. Feel free to add any comments which could be useful to the translators in order to get the best result.

Glossary
If you already have a glossary, please let us have it so we can keep consistent with your previously translated materials.

File formats
You can send us your translation in the following formats:

• Word document
• Excel spreadsheet
• InDesign file, please note DTP is a separate service and we charge a small fee to work in design software
• HTML and XML files

What's the difference between a translation agency and a translation company?

Technically, a translation company carries out all translations in-house, and a translation agency outsources all their translation work. This means that when dealing with a translation company, the number of languages offered is more limited but they are likely to have expert knowledge of the languages they do offer. When you require translation into one or two languages, it is worth finding a company where the translations are done in-house.

Translation agencies on the other hand rely heavily on freelancers, which makes them more flexible and cost-effective but it also means they might not be experts on the language you require. Before choosing a partner it is best to ask which languages they tend to work in, to ensure they have in-depth knowledge of your intended audience.

The distinction between the two is fading, and many agencies now carry our some work in-house, and many translation companies outsource work to colleagues. Translation agencies and companies may also describe themselves as Language Providers, Localization Specialists and similar titles.

Media Lingo started as a translation company that translated English into Dutch only. It has now become an agency and we deal with all languages, but we still carry out Dutch translations in-house.

How do you calculate the cost of a translation?

Per word
There are a number of methods to calculate the price of a translation, but the most common and fair way is to charge per word. The advantage is that you know exactly how much you will end up paying. The cost per word varies depending on a number of factors:

• Language pair
• Deadline
• Volume
• Subject matter

We will ask you to describe your project and, if possible, to send us a sample. This way we can get you an accurate quote quickly.

Per hour
If your project requires more than straightforward translation - for example, it needs to be transcribed first or you would like us to write additional copy - we're more than happy to base our quote on an hourly rate. We will always keep you updated on the progress and never go over-budget without letting you know first.

Discounts
We offer discounts for:

• Repeated phrases (see Translation Memory Tools)
• Link-exchange
• Charitable organisations and NGO's

Extra charges
We charge a small extra fee for the following:

• Urgent translation
• Hardly legible documents
• Translation from a draft document

What's the difference between subtitling and translation?

Whilst there is a certain amount of overlap, there are a few major differences between the two.

• Time coding

  Straightforward translations do not normally require time coding. Some media translations do, for example when we translate a voice over or a transcription, but generally these are to be read out by a voice over artist and there are no constraints in terms of formatting or the number of words. In subtitling, time coding is one of the most important jobs and should be carried out by an experienced 'spotter'. We determine the start and end times by going through the footage frame by frame using professional software.

• Delivery formats

  Translations can be supplied to us in common file formats such as Microsoft Word. You will receive them in the same format as you supplied them. If you need subtitles, we'll need the footage and we will deliver specific subitle files. We handle a variety of video and audio formats. You can send us a DVD, harddrive or upload your materials to an FTP. Please supply scripts if you have them, this will save money and time.

• Delivery of subtitles

  Depending on what happens with the footage, there are a number of ways we can deliver the subtitles for you (see 'Which subtitling formats can you deliver?').
  Broadcast and post production companies will require subtitles in particular subtitling formats that can only be generated by professional subtitling software. Media Lingo will, in most cases, liaise with the broadcast facility and / or the DVD authoring company to agree on the most efficient ways of supplying the subtitles.

• Required skillsets

  Once all the in and out times have been set and the soundtrack has been transcribed, we need to make sure that the onscreen content and speech is rendered into two lines of 37 characters, and within the in and out time. This almost always means speech needs to be compressed, and it takes a skilled subtitler to do this efficienly without losing any meaning.

  
  Once the 'master script' is complete, this is exported for translation. This means the translator can translate the copy in a Word document, but will still need to stay within the 37 characters per line. In many languages text expands as English is quite an efficient language, so translating with this constraint adds another complication for the translator. Once the file has been translated and proofread, this is imported back into the subtitling software which then generates a subtitling file for the post production stage.

  So, if translation and subtitling are so different, why do we offer both?

If translation and subtitling are so different, why do you offer both?

Subtitling and translation used to be carried out by two types of providers. However, companies are increasingly using a variety of methods to market their products and services to their intended audiences. Apart from traditional media such as print, and digital media such as web content, many organisations are now using videos and games to communicate their message. As a result of this trend, a need has emerged for a provider who can translate all communications. 

To make sure the terminology used in newsletters to your employees and clients is consistent with that in your corporate video, it is advisable to use one and the same company for both. Media Lingo prides itself on offering a one-stop-shop for translation and subtitling of all your media communications.

Read more about the differences between subtitling and translation

What are the stages of the subtitling process?

Subtitling is not as straightforward a process as it may seem, and the workflow depends on the media your footage is going to be used for. Generally, the process consists of the following stages:

• Delivery of the footage on DVD, harddisk, FTP or email.
• 'Spotting' of the footage: We determine the in and out times of each title, divide the speech up in appropriate 'blocks' of two lines and compress where necessary. We check that the reading speed is consistent and appropriate and any online captions are translated. This subtitle file is called the 'master file' because it's the template the translators will use.
• We burn the 'master file' onto the footage in a low-resolution video format. The client watches the video and confirms he/she is happy with the titles.
• The master file is exported and sent to the translators.
• Once translated, the titles are proofed by the editor.
• Once received back from the editor, the titles are imported back into the subtitling software, formatting is finalized and the subtitles are exported in the required format.

What happens next depends on your requirements.

Video for website
If the video is to be put on a website, we can burn the subtitles onto the video and deliver a web standard video file using post production software packages. There is an additional charge for this service.

YouTube video
YouTube accepts .SRT subtitle files, which we can export directly. You can then upload your video and the .SRT file to YouTube and the viewer can switch the subtitles on or off. There is no charge for this export.

DVD
We can deliver DVD-ready subtitles and supporting files for you. We don't as yet burn the DVD's in-house, but are happy to recommend places to get this done.

More information on the subtitling file formats we can produce >

How do you select translators for a project?

We currently have more than 1200 translators on our database. They are based all over the world and have professional backgrounds in a wide variety of specialist fields. The most important factors we take into account when selecting a translator for your project are:

• Specialization: Many documents require translators with expert knowledge in the field. This is particularly true for medical, technical, legal and scientific translations.
• Test translation: All translators are asked to complete a test translation before we assign work to them. We don't pre-screen all translators with a standard test before they enter the database, rather we select suitable candidates on a project by project basis and send them a relevant test translation about the subject matter.
• Qualification: If a translator has a recognized translation qualification, that's great. However, we have experienced that not all qualified translators are necessarily better than those without qualifications. Therefore, translators who don't have a specific translation qualification might still be considered if they can provide references. We feel that if a translator does have a qualification, it shows commitment and dedication to the profession and we will take it into account, but it is not a pre-requisite for working with us.
• Experience: We'll select a translator with relevant professional translation experience in the subject field of your document. We will ask the translator to provide references from the employers with whom this work was carried out.
• References: We will need two references from previous employers, preferably in a related subject to the one we're recruiting for.
• Location: Where a translator is based is important for two reasons. Firstly, we prefer to work with translators who live in the country they translate for. For example, a native Dutch speaker who has lived and worked in an English speaking country and then moved back to the Netherlands. The reason is that translators who have lived away from their native language for a long time lose some of the cultural nuance of their target market. Secondly, if a translation is very urgent and it's nearly 6pm in London, it might make sense to select a translator from America who has just woken up.
• Flexibility & reliability: We keep a record of the translators we have worked with. We find it important to have a pleasant relationship with them and expect them to be flexible and reliable. If a translator delivers a translation late without advising us prior to the deadline, we do not work with them again. However, if a translator delivers an excellent result within the deadline, and is happy to make amendments to the translation after delivery, then we're likely to send more work their way. We have established excellent relationships with a number of translators in all languages.

What do you need in order to subtitle my video?

All we need is the actual footage, in low resolution on DVD, harddisk, FTP or email, and the following information:

• Which languages do you need the subtitles in?
• What's the intended target audience (eg French for Canada as opposed to France)?
• In which format do you require the subtitles? If you're not sure, have a look at the subtitling formats we can produce or give us a call to discuss your requirements.
• Should we include transcription of sounds?
• Should we include translation of signs, names and other on-screen text?

It is also helpful to have the script and any reference materials you may have, this will save time and money.

How do you calculate the cost of a subtitling project?

We normally charge subtitling per minute of footage. But even more so than translation, the rates vary depending on the content. Factors taken into consideration are:

• Language pair
• Deadline
• Volume
• Subject matter
• Sound and visual quality
• Medium (standard subtitling exports are included in the price, but we charge a small fee for delivery as burned-in subtitles)

For an accurate quote, please send us (part of) the footage. For more information please contact us.

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What's the difference between subtitling and multilingual transcription?

(See also "What's multilingual transcription?")

Whilst there is a certain amount of overlap, there are a few major differences between subtitling and multilingual transcription. When you order a transcription, you will receive a Word-document with the speech typed out. Time codes are optional. If you require subtitles, you will receive a subtitling file ready for post production or burning to DVD.

Other important differences between subtitling and multilingual transcription are:

• Time coding

  Although transcription generally requires time codes, these are normally to be read out by a voice over artist and there are no constraints in terms of formatting or the number of words. In subtitling, time coding is one of the most important jobs and should be carried out by an experienced 'spotter'. We determine the start and end times by going through the footage frame by frame using professional software.

• Delivering your footage to Media Lingo

  We handle a variety of video and audio formats. Whether you require a transcription or subtitles, you can send us a DVD, harddrive or upload your materials to an FTP. Please supply scripts if you have them, this will save money and time.

• Delivery of subtitles or transcription

  Depending on what happens with the footage, there are a number of ways we can deliver the subtitles or transcription to you (see 'Which subtitling formats can you deliver?').
  Broadcast and post production companies will require subtitles in particular subtitling formats that can only be generated by professional subtitling software. Media Lingo will, in most cases, liaise with the broadcast facility and / or the DVD authoring company to agree on the most efficient ways of supplying the subtitles.
  If you need the transcription for a Voice Over, we will send you a Word document with the speech typed out and translated with corresponding time codes.

• Required skillsets

  Once all the in and out times have been set and the soundtrack has been transcribed, we need to make sure that the onscreen content and speech is rendered into two lines of 37 characters, and within the in and out time. This almost always means speech needs to be compressed, and it takes a skilled subtitler to do this efficienly without losing any meaning.
  
  Once the 'master script' is complete, this is exported for translation. This means the translator can translate the copy in a Word document, but will still need to stay within the 37 characters per line. In many languages text expands as English is quite an efficient language, so translating with this constraint adds another complication for the translator. Once the file has been translated and proofread, this is imported back into the subtitling software which then generates a subtitling file for the post production stage.

Do you accept draft versions of documents?

It's fairly common for clients to make small adjustments to the source text after we have started translating a document. In many cases, these adjustments consist of spelling mistakes and inconsistencies that one of our translators flag. In such cases, we just need to check that the meaning of the text doesn't change and the translation doesn't need to be updated. In other cases, the client is waiting for the final confirmation of certain phrases. This is all fine and we are always happy to incorporate updates into the translation.

However, we are sometimes asked to work on a document that hasn't been finalized internally. We are reluctant to start on such translations because the source text can sometimes change dramatically. Amending the translation according to the new source text might end up costing more and taking longer than waiting for the final version of the text.

If you need an urgent translation, please have a look at When is my project considered and charged as 'urgent'?

Why do translations in certain languages cost more than others?

Because we mainly work with freelance translators, the price per word depends largely on supply and demand. There are substantially more translators who work in language combinations such as English to Spanish, than in for example Dutch - Icelandic.

Will the translated version be longer or shorter than the original document?

Translations generally end up being longer or shorter than the original document. This is referred to as either text expansion or text contraction in the translation world. In some languages, more words are needed than in others to say the same thing. The length of common words can vary between languages as well (compare the English 'I' to the German 'Ich') which can make it difficult to estimate how much text you will end up with.

Many translation agencies and companies base their fee on the number of target words. The advantage is that you pay for actual number of words you receive. The drawback is that you do not know how many words you will have to pay for until the translation is finished. When paying for each translated words, this can also be seen as an incentive for the translator to use more words than necessary. Plus, if your text is to be translated from English, chances are you will end up with about 30% more words than you supplied.

Media Lingo therefore bases its rates on the source text, and take factors like expansion / contraction into account when we send you a quote. This way you know exactly how much you'll pay before you give us the go-ahead.

Whether your translation will end up with more or fewer words depends largely on the following factors:

• The language combination. Generally, English and Chinese tend to be compact languages, and documents translated from these languages are likely to be longer in the translation than the original.
• The translation volume can also have an impact on the expansion rate. If you have a short string of words, the expansion percentage will be higher than for longer texts.
• The subject matter of the translation. Medical and legal texts tend to get longer when translated because the translator has less freedom to re-write the translation into more compact sentences, as the small details in these types of text can make a world of difference.
  
  

Texts tend to expand and shrink as follows:

Table source: http://www.globalization-group.com/

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Why do urgent translations cost more?

If you need your translation more quickly than we can deliver without working overtime, we need to charge extra for the overtime. The surcharge varies between 25% and 100% depending on how quickly you need your transation.

One of the reasons why we need to charge extra is because our project manager and translator will need to work overtime and this is paid per hour. The other reason is that in some cases, we need to put other projects on hold in order to finish your project, which means we have to spend some time re-scheduling organizing other tasks and workflows.

When is my project considered and charged as 'urgent'?

We can handle up to around 4,000 words per translator per day without going into overtime. If you have a longer document, we might be able to assign several translators part of the same text. For common language pairs such as Spanish to English, this is easier than for others.

Therefore the general rule is that documents containing over 4,000 words that need to be translated within 24 hours (excluding weekends) are classed as urgent. If you can let us know when you expect the translation beforehand (for example, if you let us know on Monday that you will send us an 8,000 word document on Thursday and need it back on Friday), we can book and brief the translators beforehand and the charge will be significantly lower.

For more information please see how much your translation project will cost, or to request a quote just contact us.

Do you charge for words like 'a', 'an', 'the' and 'it'?

Yes, we do. There are several reasons why we, and all other professionals in the industry, do not distinguish between common and less common words.

• Not charging for 'easy' words would seriously complicate the process of counting the number of words in any document or website, which in turn would make the translation process more expensive.
• Even words like 'it' can be translated in a number of ways in different languages depending on context and sentence structure, and it requires professional translation skills to consistently choose the right one.
• Our rates are calculated in hours of time it takes to translate a certain amount of text. This is converted to a per-word rate so that we can give our customers an accurate quote on their translations. So, in our per-word rate, the translation of these words like 'a', 'an', 'the' and 'it' are automatically taken into account. If we based our quote per word on 'other words' only, and translated 'a', 'an', 'the' and 'it' for free, our price per word would be higher and the overall translation would cost the same.
  
  

Please note that we do offer discounts for the translation of repeated phrases.

What is a certified translation?

A certified translation is a type of translation required by some organizations such as the Home Office, insurance companies and educational institutions. This type of translation is carried out by a certified translator. There are different levels of certification. The most basic version is sufficient in most cases, and consists of a translation with a declaration and stamp to formally verify the translation for official use.

The level of certification you need depends on the requirements of the organization you're sending the translation to. Some organizations require translations to be signed by a solicitor, and in other cases you may need an Apostille. Always double check exactly what is required, as a signed or legalized translation tends to be considerably more expensive than a basic certified translation.

Do you offer certified translations?

Yes, although it's not our core business and we don't recruit translators based on their certification. That said, many of our translators are certified and we're always happy to put you in contact with a certified translator in your required language pair.

What's your recruitment process?

We get dozens of CV's from translators every week. They are asked to register on our database, where they fill out details such as their language combination, the services offered (e.g. translation, subtitling, multilingual DTP etc.), their professional background, training, specialisation fields and availability.

When you send us your translation project, we can then easily select the most suitable translators. We then ask these translators to complete a short translation test, preferably using a sample from your document to ensure the translator has the required background knowledge on the subject of your project. These samples are assessed by a professional proofreader. The best translator is then assigned the project.

Translators will only be considered if they:

• Are native speakers of the target language
• Have a professional background or considerable translation experience in the subject matter of your document
• Can provide proof of their qualifications and/or professional references
  
  

For more information on the translators we work with, please refer to How do you select translators for a project? or if you're looking to become a translator yourself, please read I'd like to become a translator. Where do I start?.

Do you use non-native translators?

No. We always work with translators who work into their mother tongue. We're also cautious to work with translators who offer additional pairs even when they translate into their mother tongue for us. For example, if a Dutch native offers to translate into English, we're reluctant to work with them at all (even for translations into Dutch), because most professional translators would agree that translation into a second language is not acceptable.To offer translation into a second language is a sign that the translator doesn't adhere to professional standards.

That said, if you quickly need to get the gist of a text in a less common language such as Lithuanian, you may prefer to get a summary from a native Lithuanian speaker rather than wait until a native English Lithuanian translator is available.

Do you use Translation Memory tools?

Yes, we do. We work with the industry standard Trados. This tool allows us to build a so called 'Translation Memory' (TM), in which all previously translated 'strings' (either words, phrases or segments) are stored. While the translator works on a document, the software carries out a search for each string in the source text and suggests a translation from the translation memory database.

The translator can also see what the previously translated string was and where the source text deviates. An example is shown below. In this example, the previously translated string is a 92% match. The difference is highlighted in yellow.

The great thing about the software is that several translators can exchange and modify the translation memory, ensuring translation are consistent across documents. It also calculates the number of matches and we discount repeated phrases based on these matches. Furthermore, the software is great for translating websites as it ensures all programming code is left intact and no tags are broken.

Do you use Automated Translation?

No, we don't. We also do not offer editing of automatically generated translation. The reason is that we do not believe the text rendered by these tools should be classed as translations at all. The job of a translator is to re-write a text in a different language, not to offer a word-for-word equivalent of each phrase.

For more information, please read The Cost of Free Translation.

Do you offer Free Translation?

Automated Translation

We do not offer automated translation or editing of automatically generated translation. The reason is that we do not believe the text rendered by these tools should be classed as translations at all. The job of a translator is to re-write a text in a different language, not to offer a word-for-word equivalent of each phrase.

For more information, please read The Cost of Free Translation.

Pro Bono Translation

We do offer pro bono translations, intended to support charities as well as equip translators with valuable experience. Although no payment is expected, we do ask for feedback to help translators develop their skills. We would also ask to be mentioned somewhere in the document or on the website. Please click here for more information on our Pro Bono Translation Service.