Frequently asked questions about the translation process
On this page we provide answers to the most frequently asked questions about the translation process. If you have any further questions or would like detailed advice, we will be happy to help you. Simply send us a short message using our
contact form.
What is a translation memory?
A translation memory (TM) is a database filled with source and target language sentence pairs. During translation, the sentences contained in the source language document are compared with those in the TM. If there are matches, the existing translation in the TM can be automatically or interactively inserted into the new text. Similar sentences are also found and can be partially reused. A TM also allows translators to perform what is known as a “concordance search”: This involves searching the database for unknown or forgotten words. If the word has already been translated, the relevant sentence pair is displayed and the translator can incorporate the translated technical term into the current translation. Incidentally, we work with the memoQ translation memory system and have a corresponding server. We also occasionally use RWS Trados Studio and STAR Transit NXT.
Do we have to buy the translation memory system ourselves?
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No. This technology is normally integrated exclusively into the translation agency’s workflow. Translation memory systems are very complex systems that can only be used efficiently with sound linguistic expertise and many years of IT experience.
What is the difference between translation memory technology and machine translation, and what should we make of the latter?
When using a translation memory (TM), the validated translation result already delivered by a human translator is reused. In machine translation (MT), which borders on artificial intelligence, the system attempts to translate a text using specific algorithms and statistical probabilities without human intervention. The MT system usually only looks at individual sentences, ignoring the context. Sometimes MT and TMs are combined. MT is often used under cost pressure, and the results are full of inconsistencies and pitfalls even with current systems. For example, DeepL, which is supposedly blessed with “artificial intelligence”, cannot really handle numbers or formatting codes properly. It mixes stylistic levels in an inadmissible way, makes up nonsensical words, has neither world knowledge nor intuition nor creativity. Moreover, it does not learn from its mistakes and is certainly not liable for them. It also does not recognize content or linguistic errors in the source text and therefore cannot send corresponding feedback to the client – for professional specialist translators, supporting the client would be a matter of course. The necessary rework by a linguist (known as “machine translation post-editing” – MTPE) can be so time-consuming that the supposed cost savings quickly evaporate. We particularly advise against machine translation if the content is intended to have an emotional impact or is relevant to liability. This is always the case with marketing content, medical texts and legal documents, for example.
Why shouldn’t our secretary translate for us? After all, she had a foreign language as a subject at school.
Only in rare exceptional cases does the successful acquisition of a foreign language automatically mean that the person concerned also has translation skills. Translation is an extremely demanding activity that can only be taught and deepened in courses lasting several years. In addition to knowledge of the language, it is also important to have cultural and regional knowledge, which only a longer stay in the relevant language and cultural area can provide. In addition, your employee would be blocked from other tasks if he or she had to do translation work at the same time. Professional translators generally work faster and deliver better quality. You can find the exact system of our quality assurance
here.
How do you ensure the quality of the translation delivered?
Every translation goes through a process in which the translatability of the source text is checked. If it is immature, inconsistent or not yet ready for translation for formal reasons, the client is informed of the deficiencies and these are rectified. During the actual translation by native speakers, expert systems are used to ensure consistent wording and terminology. The finished translation is usually proofread according to the “four-eyes principle” and only then does it enter the final phase. If necessary, the layout is optimized and the document is made ready for publication. Any changes made by your own editors can be incorporated into the translation memory via an alignment so that no errors can seep into future documents. You can find the exact system of our quality assurance
here.
How is the price of a translation determined?
Several factors are important here: Text size, target language, subject area, level of difficulty, time frame, quality and repetitiveness of the source text, to name but a few. The word count in the source text is usually used as the basis for billing. In contrast to line-oriented billing models, it is a clearly defined variable. Services that cannot be quantified in word counts (e.g. DTP, alignment) can be billed on a time basis. The use of translation memory systems can sometimes lead to considerable savings. You can find details of our pricing
here.
How is the price of a translation determined?
Billing by the line, which used to be standard practice, especially in Germany, is no longer practicable in most cases. Above all, line-based billing lacks transparency: What is a line? What is the basis for calculation: source or target language? Is the line length the same in all target and source languages? How are word repetitions weighted? For most types of text, the preferred method of calculation nowadays is therefore by word count, in relation to the source language. The calculation is simple: The word count of the document determined by the word processing or translation memory system is multiplied by the word price for the language pair in question. The resulting amount provides an initial idea of the likely costs. Which, however, can vary upwards or downwards due to a wide range of factors. For texts that require a very intensive examination of lexical choices, certain figures of speech and culturally specific content (for example, an image brochure), an hourly rate is often agreed, as the expected effort would not be adequately compensated by a calculation based on a price per word. You can find details of our pricing
here.
Are non-printable characters, punctuation marks and numbers also calculated?
Yes, such characters are included in the calculation because they can convey meaning. “Man thinks, God guides.” has a completely different meaning than “Man thinks: Gott guides.” Punctuation and spaces are what turns words into meaningful sentences that eventually form a text! And numbers always carry information and are therefore indispensable – moreover, number formats can differ from language to language, e.g. the decimal and thousands separators. In certain cases, the numbers may even have to be changed if a conversion of certain units of measurement or currencies is required.
Do all languages cost the same?
No, because a translator who translates from German into Japanese, for example, can only manage about 70% of the volume in a day that a colleague translating into English can manage. On the other hand, the wage level / cost of living in the translators’ home countries also plays a role. A translation into German, American or French is therefore generally somewhat more expensive than a translation into an Eastern European language, for example. It is extremely important for the quality of the translation that the translator is based in the native country of the language!
What role does the file format play in translation costs?
A very small one, as professional translation service providers can now process almost any file format in their respective translation environments. Another question is which technical services are required in addition to the translation itself. If, for example, the translation service provider is also supposed to handle the complete DTP in InDesign, Framemaker or PowerPoint, this will be charged separately, but completely independently of the format used. However, it is extremely unfavorable to issue PDF-files for translation, as PDF is largely a display format and not an editing format. Corresponding “solutions” that promise the ability to edit PDF files – possibly even in the context of the translation memory system – turn out to be false promises on closer inspection: With such tools, the PDF file is converted to Word, translated in Word and then converted back to PDF. The layout is almost always damaged!
Is there such a thing as a volume discount?
Yes, but only in relation to the volume of the text, not the number of target languages. For example: A company regularly submits a text volume of approx. 10,000 words per month to a translation service provider, with five target languages. If translations are suddenly required in 15 target languages instead of five, a volume discount is difficult to realize because the argument of increased volume is not comprehensible to the translators from whom the agency buys its translations. If, however, the translation volume were to increase from 10,000 to 100,000 words per month, a volume discount would certainly be negotiable, regardless of the number of target languages.
Our user manuals contain many sentence repetitions and “text templates” – does this make the translation cheaper?
In principle, yes, if the file format can be processed by a translation memory system (TMS). A TMS analyzes the documents and determines the number of new words, the number of words in exactly identical sentences and the number of words that can be reused to a certain extent on the basis of any existing translation memory (known as “fuzzy matching”). A translation memory is a sentence memory, i.e. a database containing source and target language sentence pairs. Most reputable translation agencies work with TMS and offer price scales based on similarity criteria. The savings when using this technology can be over 25% in some cases!
What are the benefits of terminology management?
Well-maintained terminology simplifies multilingual product communication, reduces translation costs, sets you apart from your competitors and helps to reduce incorrect orders. Consistent product terminology and uniform language strengthen your company’s corporate identity and create a high recognition value that reinforces your brand identity. Terminology management is an ongoing process that pays off in the long term.
Does the translation become more expensive if it has to be done really fast?
No, not if the character and structure of the text allow it to be divided among several translators. However, for a text that absolutely must be translated on a weekend or public holiday, industry-standard surcharges of up to 50% are possible.
What is the best way to brush up our terminology?
This process can become very complex, and without
professional advice it rarely works. Therefore, first put together a small team to take on this task. Make sure that one person is authorized to make decisions on disputes as terminology officer. Terminology often also has a “political” dimension and can harbor a certain potential for conflict, e.g. if individual departments in a company want to “break away” and use their own terminology. Then you should first identify the areas in which standardized language would be particularly desirable, e.g. product names, external presentation or technical documentation. You then need a model in which the structure and granularity of the data records are defined. Ideally, you should then first create the concepts in your terminology database, or extract the terminology from existing documents, preferably on a non-automated, manual basis. If multilingualism is required, you should use parallel texts. The terminology is added to the database, which is published, continuously updated and supplemented.
