Which file format should you send for translation?
Start with the editable original wherever possible. A PDF can also show how the finished document should look. If you only have a scan, photograph or protected file, we discuss preparation and output before proceeding.
The overview covers typical formats and useful preparation details. Direct processing also depends on structure, version, legibility and content. Listing an extension does not mean that every file can be imported automatically by the shop.
PDF translation: selectable text or a scan?
A PDF with selectable text and a scanned image need different preparation. Scans may require text recognition, and the recognized text needs checking. Include available Word, Excel or layout source files where possible.
Agree the layout and required output
Translated text can be longer. Agree tables, line breaks, fonts and embedded graphics in advance. Translation, new typesetting and a print-ready file are different services; we establish the output for your project.
Documents: PDF, Word, Excel and layout files
Editable source files help bring text, tables and design together. For designed documents, include a reference PDF where possible.
Explore document translation
| Format and examples | What to prepare |
|---|---|
Word documents and templates
| Include headers, footers, text boxes and attachments. |
Excel workbooks and templates
| Identify sheets and cells for translation; agree handling of formulas and number formats. |
PowerPoint presentations
| Specify speaker notes and embedded graphics in the brief. |
OpenDocument
| Identify text, spreadsheets, drawings or presentations and the required output. |
PDFs and scanned records
| Text PDF or scan? Supply complete, legible pages; preparation effort and output depend on the file. |
InDesign and FrameMaker
| Provide an editable export and reference PDF; agree typesetting and final layout checks separately. |
Text and Markdown
| Specify character encoding, formatting and links to retain. |
CSV and data tables
| Identify delimiters, columns and fields for translation. |
Mobile platforms: iOS and Android apps
For app translation, send the strings to be released, target regions and context. Screenshots, character limits and notes about controls help with short interface text.
Explore app and software translation
| Format and examples | What to prepare |
|---|---|
Android string resources
| Supply text resources including plural forms; retain resource identifiers and placeholders. |
Apple string resources
| Include keys, comments and context; translate only the intended text. |
Qt translation files
| Qt Linguist uses TS files; distinguish these from TypeScript source code with the same extension. |
Legacy mobile resources
| State platform, version and export method. Legacy or proprietary files require an initial review. |
Older Symbian, BlackBerry, MeeGo or webOS projects may need project-specific exports. webOS names a platform rather than a general file extension. Send a sample when your resource type is not listed.
Software, websites and localization files
Localization adapts content to the language, region and use case. For example, British English uses “colour” and US English uses “color”. We agree terminology, tone and variants; your development team checks integration in the application.
Explore website translation
| Format and examples | What to prepare |
|---|---|
JSON and YAML
| Preserve keys, variables and structure; explain locale variants and the existing export. |
Microsoft resources
| State the project and resource type; include identifiers, placeholders and comments. |
Java and properties resources
| Agree file encoding, escape sequences and context for text values. |
Gettext and language catalogs
| Send editable PO or POT source, where available, rather than only a compiled MO file. |
INI and Windows resources
| For Joomla or other systems, identify translatable values and the intended import. |
XLIFF and XML exchange files
| Specify export tool and format version. XML is a general format; not every XML file is XLIFF. |
HTML and website content
| Agree visible text, metadata and alternative text; retain code and references. |
Text in PHP files
| Send only the intended translatable text sections or a resource export. |
For Flex, XUL or other legacy applications, we agree an appropriate text export. Automatic word counting and import depend on the actual file structure. If the shop does not accept a file, contact us to agree how to supply it.
Graphics, images and screenshots
We translate text in illustrations, photographs, banners and screenshots. Editable text layers or separate source text help with production. Translation and graphic redesign are agreed separately.
Discuss documents and graphics
| Format and examples | What to prepare |
|---|---|
Photographs and raster images
| Supply a legible resolution and complete images; clarify unreadable passages first. |
Vector graphics
| State whether lettering is editable text or outlines; agree the required output. |
Photoshop files
| Include editable text layers and a preview file where available. |
Additional formats: subtitles and installer text
The selection also includes subtitles and installation-program text. Send the text or a suitable export and describe the intended use.
Enquire about other software text| Format and examples | What to prepare |
|---|---|
SubRip subtitles
| Include timecodes and speaker notes; agree translation, subtitle adaptation and timing separately. |
SubViewer subtitles
| The correct extension is .sbv. State platform, language version and required output. |
| Installer text | Provide resources or a text export; installer packages require an initial discussion. |
Prepare your files for translation
- The complete final version, all required pages and, where useful, a reference PDF.
- Source and target languages, regional variant, audience and purpose.
- Clearly identify sheets, notes, text boxes, metadata or resource values to be translated.
- Include an existing glossary, reference translations, screenshots and character limits.
- Specify output format, layout work and deadline; agree a sample first for specialist formats.
If uploading fails or a file cannot be assessed automatically, contact us. We agree an appropriate export or transfer method before conversion risks losing content.
Find the relevant translation service
Document translation
Business records, PDFs, spreadsheets and presentations.
App and software localization
Interface text, resources and linguistic context.
Website translation
Web copy, metadata and content for new markets.
Manual translation
Handbooks and technical content with agreed terminology.
For a certificate or official record, also check whether certified translation is required. The file format alone does not determine this.
Choose target languages and regional variants
Specify the language pair and target market. Regional spelling and terminology matter for apps and websites in particular. Our language guides provide further context.
Explore all languages
Guides for preparing your specialist translation
Prepare the target market, terminology and final files for your assignment.
- Do I need to send the original document, or is a scan enough?
- Is a digital certified translation as a PDF sufficient?
- Does the whole document need translating, or are selected pages enough?
- Commissioning a specialist translation: what brief, glossary and references help?
Questions about file formats and translation
Which file format should I send for translation?
Send the editable original where possible, plus a reference PDF for designed documents. If only a PDF or image is available, we assess legibility, preparation and output against that file.
Can you translate scanned PDFs and photographs?
Yes, the content can serve as a source when all required pages are legible. We agree whether text recognition or manual transcription is needed and the format in which you receive the translation.
What happens to Excel formulas and PowerPoint notes?
Identify the sheets, cells, slides and notes to translate. We agree which content is translated and which formulas or structures should remain unchanged. Embedded images may need separate work.
Will my InDesign or PDF file keep an identical layout?
We agree this against the source and required output. Translation can alter line breaks and text length. Editable layout files and a reference PDF help; typesetting and print-ready production are agreed separately.
What matters for JSON, XML and software resources?
Supply a suitable text export with context, locale variants and placeholders. Identifiers, code, variables and structure should remain intact. Final integration and functional checks take place in your application.
Can you translate subtitles or text in graphics?
Yes, discuss your existing subtitle files or image text with us. Timecodes, character limits, image editing and new layout need to be considered in the agreed scope.
What if my file format does not work in the shop?
Contact us with the format, program version and intended scope. We use a sample to agree a suitable export or transfer method. A listed extension does not mean every file structure can be assessed automatically.
Is the first estimate free and available without registration?
Yes. The initial online estimate is free, instant and available without registration. It does not place an order. We discuss specialist formats and additional layout work personally.