All requests for translation require a separate quote, as each job is different. The following outlines what to include in a booking request for a translation.
Language selection
When choosing languages for translation, agencies should consider the following.
Population size and prevalence – Languages spoken by large communities in Queensland – for example, Mandarin, Arabic, Vietnamese.
Barriers to English comprehension – Some communities may have small populations but high need for translation due to limited English literacy, recent arrival, or low formal education.
Language literacy – Not all languages are written. For oral languages – for example, many Aboriginal and Torres Strait Islander languages, translations may need to be delivered as audio or video recordings rather than written documents.
Auslan – As a visual language, Auslan translations are typically delivered via video or pictorial formats.
Audience and cultural appropriateness
Agencies should assess whether the translation is:
- targeted for a specific community or population group – this allows for greater cultural nuance, tailored examples, and context-specific messaging
- broad or intended for general public use – messaging should be inclusive and accessible across diverse communities.
Plain English and translation accuracy
Writing in plain English before translation significantly improves clarity, accuracy, and cultural appropriateness, especially when timeframes are short or when using AI-assisted methods.
Plain English refers to language that is:
- clear and straightforward
- free from jargon, idioms, or complex sentence structures
- designed for easy understanding by people with varying literacy levels or limited English proficiency.
Translators can more easily interpret the intended meaning, reducing ambiguity.
Best practice tips
- Use short sentences and active voice
- Avoid metaphors, idioms, and technical terms unless essential
- Include culturally relevant examples that make sense to the target audience
- Consider developing a plain English version of the source material specifically for translation purposes
Timeframe
The urgency of the request influences the approach and quality. Suppliers will typically price translations with shorter turnaround higher than those with a longer turnaround.
When government agencies prioritise rapid turnaround for translations, certain aspects, including quality checks may be compromised to meet time constraints. It is essential that agencies seeking rapid or urgent translations provide messaging in plain English, ideally written by someone trained or experienced in this type of communication.
Length of original text and wordcount
The cost of the translation will be largely determined by the length of the text in terms of its wordcount. Agencies should consider if they require a full document to be translated, or whether a summary or section of the document might suffice, depending on the audience. Writing a document in plain English can minimise the word count.
Format of translation
Agencies must specify the format required. Options include the following.
- Basic text – Suitable for letters, forms, or notices
- Typesetting – Required for brochures, manuals, or designed publications
- Audio or video – Needed for oral languages or audiences with low literacy
- Subtitles or transcripts – For multimedia content
- Auslan video – For Deaf communities
Use of translation tools
Artificial intelligence assisted translation (AIAT) and computer assisted translation (CAT) tools are increasingly used to support faster turnaround. However, they require human oversight to ensure quality and accuracy.
Security considerations
AIAT and CAT tools may involve cloud-based or third-party platforms. Agencies must ensure that any tools used by suppliers have appropriate privacy and cybersecurity clearance in line with government standards.
These tools are not suitable for content involving consent, rights, or risk of harm.
Cancellation terms
Suppliers may charge cancellation fees for confirmed assignments. These depend on how much work has been completed and must be disclosed in the quote.