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European Climate Foundation (ECF) – Translation Case Study

Overview of Requirements

ECF approached TW Languages on behalf of a research partner with a requirement to translate country-specific climate change reports into 14 languages in preparation for the upcoming G20 Meeting that took place at the end of October 2021 in Rome, and in advance of COP 26 being held in Glasgow immediately following G20.

Challenges

The challenge was to translate large amounts of data within a very short period of time, with a high degree of accuracy given the critical scientific nature of the text, as well as having different source data for each language. It was also agreed that to ensure accuracy, draft translations would be supplied to ECF to allow independent experts engaged in the project to review and edit the drafts prior to final publication. In addition to the report itself, there would be a social media campaign running alongside to promote its findings.

Change of scope:

Original Scope – Average of 3,000 words per language – Total 42,000 words

Final Scope – Average of 9,200 words per language – Total 138,000 words

Upon receipt of the final source files, it quickly became apparent that the reports produced by the research partner were significantly larger than anticipated, as well as the source files requiring additional Desktop Publishing that was not anticipated in the original scoping and that this would compress the time available to complete all steps without compromising quality.  The final files received by ECF from the research partner engaged to prepare the reports had more than doubled in size from the original specifications, however due to the G20 meeting, it was not possible to extend the deadline, this was a hard deadline.

Alternative Source File Formats:

Due to the nature of the source files being Illustrator PDF files created from an Excel database, our PM team were put under additional pressure to provide a solution in order to prepare the ‘translatable assets’ for linguists for all languages required. Our expert in-house Desktop Publishing team was able to step in and provide an effective solution for this challenge.

Ongoing update of Reports Content:

A further challenge was introduced as it became apparent that some of the source content required additional editing to ensure the content was clear and concise for the translators, with the final source copy being available only a few days prior to the final deadline.

Message from the client

TW Languages joined us on a project that required 14 different language translations in a very short period of time – they were efficient, professional and brought great positivity and drive to what, at times, was a very challenging project. Both their translators and design team went beyond the call of duty to deliver to a tough deadline and were a pleasure to work with throughout. We would highly recommend their services.

10 Top Tips for effective communication with overseas customers

10 Top Tips for effective communication with overseas customers:

  1. Always provide bi-lingual contracts using a template where both languages are laid out side-by-side. This is essential if you will be discussing the contract with your client (with or without an interpreter).
  2. Look for a preferred glossary of terms before translating technical manuals. This will avoid any confusion over the meaning of specialised phrases.
  3. Keep the text that is to be translated simple and direct. Don’t ‘play on words’ or use colloquialisms – the meaning can be lost in translation.
  4. Don’t use machine or online translation to communicate with your client. Important points may be missed or misinterpreted.
  5. Ensure that job titles are translated correctly. There are cultural norms relating to job titles and if they are not correct, offence can be caused!
  6. Ensure that your Translation Provider creates a translation memory (sentences or paragraphs that have previously been translated), and uses this as well as the glossary of terms for all future translations to ensure precision and consistency.
  7. When you receive correspondence which requires a reply in a foreign language, make sure that you are aware of any deadlines before starting the translation. This will enable your Translation Provider to plan the project accordingly.
  8. When tendering for overseas contracts, discuss with your Translation Provider how and by whom the documents will be certified within the required time schedule. Public Sector bodies, for example, have specific instructions for translation processes which have to be adhered to, as well as a minimum timeframe for legalising translated documents.
  9. Wherever possible, ensure that your Translation Provider can deliver certified translations so that you can show your client a commitment to doing business. This will also prevent any legal mistakes.
  10. If your overseas client makes any amendments to a translated technical document, ask your Translation Provider to identify what the changes are. Are they preferential or has the source text been changed? Don’t forget to arrange for the translation memory software to be updated for future use.

The above are based on actual scenarios and further information can be provided.

Contact: Janet Perkins, TW Languages (www.twlanguages.com) T: 0161 826 8777

Certified Translations

TW Languages Ltd is a full member of the ATC & EUATC (Association of Translation Companies) and registered to provide a certified translation service for translated documents required for official purposes.

Case study in how certified business translations can meet legislative requirements

CASE STUDY:

As global trade increases, one of the challenges organisations are experiencing is a wider variation in legislative requirements from country to country. This includes the European Union with 24 official languages and no common language policy. What are the legal considerations for British companies working with overseas organisations or suppliers to meet UK legislative requirements? This was a problem for one of our UK clients.

Our client had won a major contract in Spain and employed technical Spanish contractors on short-term contracts. They had thought they had taken a robust ‘due diligence’ approach in requesting English versions of the certificates and qualifications of each Spanish supplier. However, this was translated by a Spanish translator, recognised in Spain as a ‘sworn’ translator, but not in the UK. Although the client has been diligent in obtaining English copies of certificates etc., these were certified in Spain and would not be recognised in the UK legal system.

To provide a cost effective solution to this problem and ensure the client had translations that were fully compliant with the UK legal system. TW Languages proofread, certified and stamped the translations as ‘true copies of the original’ with no extra cost for certification.

The overall outcome is that the client has now reviewed their international strategy and extended their due diligence process to ensure all business translations are certified in the UK.

TW Languages is a UK sworn translation company.

Are certified translations required to support a due diligence process?

As global trade increases, our clients at TW Languages Ltd are experiencing a wide variation in legislative requirements from country to country. This has been reflected in a significant increase in the number of requests for certified translations as clients make them part of their due diligence process.  Documents have included business, technical and scientific translations relating to tenders, certificates, invoices and working practises, etc.

Each country has its own level of qualification for certified translators which means that they are only able to provide a service in that country. While TW Languages Ltd is recognised as a ‘sworn’ translation company in the UK, we also have systems and procedures in place so that we can arrange certification in other countries. Whenever notarisation is required, we have an excellent working relationship with Ken Wilcock, Notary in Manchester.

But is a certified translation really necessary in order to demonstrate due diligence?  We think so.

Since the purpose of each certification varies, it is therefore important to take an individual approach to each request. If you would like to see a few examples of  why certification should be part of a due diligence process and some of the challenges which clients have faced please send your email address to jp@twlanguages.com and we will be happy to share this information.

Our facts:

– TW Languages Ltd does not charge for UK certification as this is part of our translation and/or proofreading service.

– With our global team of ‘sworn’ translators, we can arrange for documents to be certified in most countries.

– Allow extra time for certified documents outside of the UK as original copies are required in the post.

For further information contact a member of the translation team at TW Languages.