These instructions and procedures have been written to help INSTANT TRANSLATION to

enhance the quality of its translations. Please note that in case of problems with the
quality the project will be returned to the linguist for fixing the problems in our indicated
timeframe. Please also note that we keep track on quality of each project
performed by you and failures in quality can result to penalties depending from
the severity of the problem or even change of the supplier from our side.

TRANSLATOR’S RESPONSIBILITIES AND QUALITY CONTROL STEPS:

Always carry out the following basic quality control checks before delivering the
translation to us. The general procedures, imperative for each job, include:

a) Your own check (reading through your own work at least once before delivery);
b) Completeness check. The source document should be translated completely. Special
attention should be paid to easily overlooked parts, such as figure captions and numbers
in segmented parts. Examples of errors - Missing translations or parts left in English.

c) Cross-references. Any references to manuals, screens, chapters, sections,

paragraphs, page numbers, etc. should be accurately translated in the localized
documentation. Examples of errors - The reference to a chapter title in the TOC or in
running text is translated as "Deleting files" while the actual chapter title is "How to
delete files". The index page reference is 10, while the topic is discussed on page 13.

d) Intertextual consistency check:

1) Context - each term in the localized documentation should be translated in its

context. Examples of errors - "Index" is translated as a "list of files" while from the
context it is clear it should be translated as a "list of page references”.
2) Glossary, reference material and translation memory - The translation
should consistently and accurately correspond with the terminology used in glossaries
and/or reference material provided by Instant Translation. The translation memory
provided by Instant Translation, previous jobs done for the same client, as well as
feedback received from Instant Translation, should also be used as reference material. If
no reference can be provided by Instant Translation, you must seek for it yourself,
preferably from the same source, by making full use of Internet for example. Examples
of errors - The term "transparencies" is translated as "transparenze" in the glossary,
while the documentation uses the term "lucidi". The verb "cancel" is translated
inconsistently with "atcelt" and "atcelšana" while only “atcelt” is used in the glossary.
3) Source text - The translation should always be consistent with the source text.
Special attention should be paid to (telephone-, part-) numbers, model names, etc. No
text or comments should be added to the translation; any comments or remarks can be
sent in a separate file. Do not change the meaning of a segment. Examples of errors -
Source text says “go left” is translated as “go right”. Source text number “two” is
translated as “three”.
4) Style - In general the style of the source text and the reference material should
be followed. The same style should be kept throughout the translation. Examples of
errors - The localization of the various section titles starting with "How to ..." have been
translated inconsistently, or do not follow the guidelines issued. The translation is too
literal or too verbose.

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e) Intratextual consistency check:

1) Headers/Footers - Headers & Footers in the localized documentation should

accurately describe the relevant chapter and section titles. You are not allowed to create
a header/footer in the target if not present in the source. Examples of errors - The
chapter title in the header is "Formatting Text" while the chapter is called "How to format
text".
2) Index - As with the TOC, the entries in the index should always refer to the
words/terms used in the core text.
3) Table of Contents - Each entry in the TOC should correspond with the correct
title or subtitle in the core text, using correct spacing and numbering conventions. This
correspondence falls under your responsibility and it is not a DTP task.
4) Terminology - Terminology should always be used consistently throughout the
entire manual and throughout all manuals for the same client. Use of glossaries can be
of great help in this. You should only accept a translation with specialist terminology if
you are familiar with it or have an in-depth knowledge of it. Examples of errors - Multiple
translations of the same term. E.g.: The term “bolt” in English is translated both as
‘tornillo’ and ‘perno’ in Spanish throughout the document. Even if both terms are
linguistically correct, only one should be used consistently throughout the text.
5) Pretranslated text - If a translation memory has been used to prepare a file,
the pretranslated parts should be considered as part of the final translation. Generally
style and terminology, etc. should be consistent with the provided memory, unless
specifically instructed to do otherwise. Examples of errors - The English term “bolt” is
consistently translated as “tornillo” throughout the pretranslated text, while the new
words and fuzzy matches contain another translation for that same term, such as
“perno”. The imperative is used in the pretranslated text, whereas the infinitive is chosen
for the new and fuzzy parts.

f) Linguistics check:

1) Grammar - The translation should always follow the official rules of the target
language with regards to grammatical rules, such as syntax and morphology. Examples
of errors - Grammar rules for articles, verb conjugation, word order, declination, etc.
have not been obeyed.
2) Numbers - Always follow the standard or official rules of the target language
with regards to number presentation, unless specifically instructed to do otherwise.
Examples of errors - Thousands in the English source are represented with a comma
(1,000) and this layout is also kept in the target language, whereas according to the
official standard of the target language it should be written with a period mark (1.000)
or with a space (1 000). Therefore the standard rule is not followed.
3) Punctuation - The translation should use the official rules of the target language
with regard to punctuation. The use of commas, colons, etc. can vary greatly between
source and target language. Examples of errors - Full stops missing, double spaces, etc.
4) Semantics - The translation should accurately and unambiguously convey the
right meaning, with no interpretation errors. Examples of errors - The meaning of the
translation has been misinterpreted. "Small computer system interface" has been
translated as "a small interface for computer systems" instead of "an interface for small
computer systems".
5) Spelling - The translation should not contain any spelling errors or typos. Any
spelling or typing mistakes can easily be removed with the spellchecker included in most
applications but remember that not all mistakes are detected by the electronic device.

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g) Country standards:

1) Language variants - The documentation should focus specifically on the

consumer it is directed towards.
2) Register/Tone & slang - The register in the translation should be direct,
current, user-friendly and appropriate to the user-level. Slang is not an accepted
inclusion in any manual. Examples of errors - The technical manual of an advanced,
high-level product addresses the user in a “didactic" tone, or in an untypical, colloquial
(American) way (Hi!, Congratulations!).

h) Text formatting:

1) Margins, returns, page breaks and spaces - In general you need to follow the
same layout as in the English source, unless specifically instructed to do otherwise (see
Guidelines on fonts and margins below). The same margins should be used
throughout the translation. No indents should be used, nor should any hard or soft
returns be placed within a paragraph or at the end of each line. Page break or lines to
separate pages should not be inserted. No double spacing should be used. It has to be
made sure that spaces surrounding codes in encoded documents are always correct.
2) Special symbols, short cuts and capitals - In encoded documents, like SGML
files, the formatting should be represented by the codes used in the source file(s).
Neither “short cuts” nor the “insert symbol” option should be used to insert special
characters, as these can cause conflict with most DTPsoftware. The Alt-combinations or
relevant code should be used instead. For capitals, use the Caps Lock option on your
keyboard instead of the All caps option in the Font menu. Example of errors – Corrupted
characters.
3) Typefaces - The translation should follow the source text regarding the font type
and use of typefaces. Only 1 font type should be used throughout your whole translation
(if nothing else is specified, you should use Times New Roman). Selecting a font type
should not be done by means of the toolbar, but by using the menu Format / Font, then
selecting the correct font. For Macintosh data special instructions apply for non-Latin font
types.

i) Follow the job specific instructions: Any job specific instructions given by the
Instant Translation PM for a particular project or job number should be followed. The job
specific instructions overrule the general translation procedures indicated in this
document.

j) Run a spell-check: Upon completing the project please remember to run through
spell-check.

k) File names: When you deliver your translation, please make sure you deliver it
exactly in the data format as received source files. Please do not change the name of the
file(s) but keep the same name(s) as given by the PM, unless specifically instructed to
do otherwise.

GUIDELINES ON FONTS AND LAYOUT FOR CERTIFICATES, DIPLOMAS, ETC.

1. Please make sure the margins are set as follows: 3,25 cm above, 1 cm left, 6 cm right,
the bottom margin might vary depending on whether the translation fits on the page
as in the original document.

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 2. If the original page layout is Landscape please use horizontal layout in the
translation with the following margins: 2,25 cm above, 1 cm left, 5 cm right, the
bottom will vary depending on whether the text fits on the page.
3. Please follow the layout of the original document as close as possible, i.e. insert
tables, insert boxes for photos, use the same bullets and numbering system, etc.
4. Some of the document you will receive will be written by hand. If any part of the
document is unclear, please point this out in a translator’s note. For example – the
abbreviations (BSSR - Belarusian Soviet Socialist Republic) can be explained in the
note as well.
5. Please follow the guidelines below regarding the fonts in the translation.

EXAMPLE No 1
Vocational Secondary School
of Riga Technical College Comment [T1]: FONT: Italic Georgia
(Name of educational establishment) for handwritten text
Comment [T2]: with brackets in
smaller font underneath as in the document
DIPLOMA Comment [T3]: Keep bold as in the
document
of vocational secondary education

/Hologram: illegible/
Series DPVA No. 032650 [PHOTO] Comment [T4]: DEFAULT FONT:
Times New Roman 12. Adjust the size to fit
the text on the page as in the original
document..
Romans Fjodorovs
Comment [T5]: Please keep the spelling
(Given name and surname of the person receiving the diploma) of the names the same (for Latvian,
Lithuanian, Estonian, etc. Latin group of
personal code 060885-10504 languages)

obtained knowledge in the programme of vocational secondary education 3334

Comment [T6]: Keep the same LINE
(code and name of the educational programme) SPACING as in the original document
Automatics, Computer Engineering and Networks
and in 2005 he was awarded a qualification of a
Computer Engineer

The qualification awarded corresponds to the third level of professional qualification in

LSSR*.

Seal: MINISTRY OF EDUCATION AND SCIENCE OF THE REPUBLIC OF LATVIA. RIGA TECHNICAL
COLLEGE Comment [T7]: FONT: Tahoma 10 for
inscription in the seal

Head of the educational /signature/ J. Rozenblats Comment [T8]: FONT: Georgia Italic if
establishment (signature) (name and surname) the text is handwritten

Chairman of the Examination /signature/ I. Miķelsons

Commission (signature) (name and surname)

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The diploma was issued on 1 July 2005, in Riga Comment [T9]: FONT: Garamond if the
text is typed
Registration No. 17711
*Translator’s note: LSSR- Latvian Socialist Soviet Republic.

EXAMPLE NO 2

GENERAL CARE NURSE.

During the 3 school years from 1994 – 1997, the student studied the following subjects (the number of
hours is indicated next to each subject, for every year of study):

YEAR YEAR YEAR TOTAL

I II III
I. GENERAL TRAINING 480 126 45 651
ANATOMY AND HUMAN PHYSIOLOGY 90 42 - 132
MICROBIOLOGY, PARASITOLOGY, BACTERIOLOGY 60 21 - 81
BIOCHEMISTRY 30 21 - 51
BIOPHYSICS (PHYSICS AND RADIOLOGY) 30 - - 30
EMBRYOLOGY AND GENETICS 30 - - 30
GENERAL AND MEDICAL PSYCHOLOGY 60 - - 60
SOCIOLOGY AND ANTHROPOLOGY 30 - - 30
THE HISTORY AND ETHICS OF THE PROFESSION 60 - - 60
EDUCATION FOR HEALTH 30 - - 30
PUBLIC HEALTH AND SANITARY MANAGEMENT - - 30 30
MODERN LANGUAGE 60 42 15 117 Comment [T10]: Make sure the table is
within the margins as the main body of the
text.

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