How to Budget for Document Translation Services

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Lester McKenzie
6 years ago
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1 How to Budget for Document Translation Services

2 How to Budget for Document Translation Services Copyright Globalization Partners International. All rights reserved. This ebook was authored and produced by Globalization Partners International (GPI). The information provided in this ebook is a combination of curated and contributed content from various sources including: GPI Global Bloggers Company Information US Headquarters Washington, D.C Towers Crescent Drive, Suite 1350 Vienna, Virginia 22182, USA Phone: Toll Free: Global Fax: info@globalizationpartners.com MENA Headquarters Dubai, United Arab Emirates Dubai Media City, Business Centre 2 Building 8, Office Number 71 P.O. Box , Dubai, UAE Phone: info@globalizationpartners.com Translation Services Document Translation Software Translation Website Translation ebook Translation Multilingual Desktop Publishing Audio/Video Translation Software and Website Testing Global Search Engine Marketing Mobile Application Translation Multilingual Website Design, Development and Deployment ecommerce Localization Page II Copyright Globalization Partners International

3 Table of Contents Document Translation: Preparing a budget for Document Translation Services 1 Getting Started with a Document Translation Budget 1 Overview of Basic Tasks 2 A Sample Document Translation Budget or Quote 4 Additional Information 6 Resources 7 Copyright Globalization Partners International Page III

How to Budget for Document Translation Services Document Translation: Preparing a Budget for Document Translation Services Many of us find ourselves in team meetings or on phone calls where someone

4 How to Budget for Document Translation Services Document Translation: Preparing a Budget for Document Translation Services Many of us find ourselves in team meetings or on phone calls where someone needs to know how much translating a document costs. Whether you are a trainer who needs to translate a User Guide for new Eastern European markets, or an advertising agency team member who must advise a client on brochure translation costs into five languages, the question of translation costs come up frequently, and usually without warning. This ebook will share a quick approach to calculating translation costs for document translation services. Translation Project Managers are frequently asked to help a client pull together a quick translation quote. The components listed below are a good basis to help you understand the tasks required to build a reasonable document translation quote. Getting Started with a Document Translation Budget In order to create a budget for a document translation project, a few simple tasks can help build the budget and determine document translation costs: Common metrics used for actual translations, or as the trade calls it, Translation-Editing-Proofing (TEP), are typically per word. Desktop publishing (formatting) costs can be calculated per hour or per page. Translation companies should also include a glossary development step and project management fee. Technical document translations would be priced differently than copywriting or transcreation translation of marketing collateral. The steps below cover the ingredients for a generic document translation quote. Page 1 Copyright Globalization Partners International

5 Overview of Basic Tasks The basic tasks in a translation services project may include: Glossary Development Key terminology is identified and extracted from the source files provided. The terminology is translated and provided back to you for review and approval. Following review and approval, the terminology is imported into a Translation Memory tool and updated as needed. Translation-Editing-Proofing (TEP) This includes translation of text, editing of the text by a separate translation team and final proofreading. Price depends on language and word rate classification. Desktop Publishing (DTP) DTP encompasses formatting of all target language materials including text and graphics to match the source language documents. Desktop Publishing QA (DTP QA) After initial formatting of new target language materials, a page-by-page review of the new language versions is conducted. QA teams check the new versions against the original source materials for any formatting and layout issues. Output Output to any format for client deliverables is generated. This could include Acrobat PDF, laser printed, offset printed and/ or application source files. Project Management Fee This fee includes all aspects of translation project management by your account team including scoping, scheduling, project coordination as well as client review and approval process, status reports/calls, budget tracking and free Translation Portal set up and training for GPI clients. Copyright Globalization Partners International Page 2

6 How to Budget for Document Translation Services To get started, you will need to provide your translation agency with a copy of your source files (called a Localization Kit ). Your Documentation Localization Kit should include all of the resources used to compose your documentation and graphics, including: A complete English or source language file in its original application and a PDF ideally (e.g. FrameMaker, Word, Indesign, etc.). This includes all templates, books, fonts, and original graphics (i.e., Photoshop, Illustrator) Reference material (glossaries, past translations, style guide, etc.) Any previous Translation Memories (TMs) File names and types, including an explanation of each file s purpose The name and version of the documentation authoring tool(s) These files are analyzed for: Number of words Source and target languages Subject matter Desktop publishing requirements Source and target file formats Client workflow requirements Client review and approval requirements Then, a comprehensive quotation packet can be generated, including all tasks, costs and timelines required to complete the project. Page 3 Copyright Globalization Partners International

A Sample Document Translation Budget or Quote Let s assume that your project encompasses: 5,000 words General subject matter 25-page brochure Adobe InDesign source files No graphics have text that

7 A Sample Document Translation Budget or Quote Let s assume that your project encompasses: 5,000 words General subject matter 25-page brochure Adobe InDesign source files No graphics have text that requires translation/localization Translation from English into two languages: Spanish and Brazilian Portuguese Sample Document Translation Budget/Quote Tasks Cost per hour / word / page # of hours / words / pages Subtotal Total (2 languages) Glossary development Translation-Editing-Proofing (TEP) $0.18/word 4250 words $ $ Translation-Editing-Proofing (TEP) 100% match + repetitions $0.05/word 750 words $37.50 $75.00 Desktop Publishing (DTP) $55.00/hour 2.5 hour $ $ Desktop Publishing QA (DTPQA) $55.00/hour 0.75 hour $41.25 $82.50 Output (PDF) Subtotal $ Project Management Fee 10% $ Total $ Please note: Per word rates may vary between languages and results of Translation Memory usage DTP hours may vary depending on complexity of the formatting Glossary is assumed completed with above example as part of account management Copyright Globalization Partners International Page 4

How to Budget for Document Translation Services GPI s Translation Portal has a Quick Quote Calculator to help you calculate a quote on a specific document translation project.

8 How to Budget for Document Translation Services GPI s Translation Portal has a Quick Quote Calculator to help you calculate a quote on a specific document translation project. It calculates the schedule if you can provide the basic metrics of language pairs, word and page counts. To use the Quick Quote Calculator for a no-fee Quick Quote, simply create an account on our Translation Services Portal. Page 5 Copyright Globalization Partners International

9 Helpful Blogs Additional Information To learn more about Globalization Partners International, please visit us at: blog.globalizationpartners.com To submit and receive a quote request, please visit us at: Copyright Globalization Partners International Page 6

10 How to Budget for Document Translation Services Resources To learn more about languages, translation processes and services, please visit GPI s Globalization Resources ebook Library at: link here. Please click below to download other ebooks in GPI s informative How to Quote/Budget series. Page 7 Copyright Globalization Partners International

10 Steps to Document Translation Success

10 Steps to Document Translation Success www.globalizationpartners.com 10 Steps to Document Translation Success Copyright 2016-2017 Globalization Partners International. All rights reserved. This ebook