Translating a complete file into English: a document-by-document method

A file is not a single document

When you need to have "a file" translated into English, you rarely have just one document in hand. A bid for an international tender, a fundraising pack for a foreign investor, a presentation for a prospective partner or a subsidiary: each brings together documents of different kinds, often written by different people at different times.

That is where the difficulty lies. Translating each document is not enough: the whole set has to read as one coherent piece in English, with the same terms, the same names and accurate cross-references. The method below starts from that point.

Step 1: list every document in the file

Before uploading anything, draw up a list. A simple table will do, showing each document's title, version, format and intended reader.

1. Identify the final version of each document. Translating a draft and then the final version means paying twice.
2. Set aside what does not need translating: documents already in English, internal material the recipient will never read, purely numerical appendices.
3. Separate out official documents: Kbis extract, diplomas, civil status records, court judgments. Different rules apply to them.
4. Note cross-references between documents: "see Appendix 4", "cf. section 2.3 of the technical proposal". They must still be correct once translated.

Documents that call for a sworn translator

If the recipient requires a certified translation — common for a Kbis extract, a diploma or a judgment attached to an administrative file — Manuce is not the right provider: we do not produce sworn translations. Send those documents to a translator accredited by a French court of appeal (expert près une cour d'appel) and entrust the rest of the file to us. Our guide when is a sworn translation required? will help you decide.

The same caution applies to scanned PDFs without a text layer: if you cannot select the text, the document cannot be translated as it stands. Ask its author for the source file (Word, PowerPoint).

Step 2: sort documents by subject matter

A file almost always spans several fields. At Manuce, each document is handled by the specialist for its subject: uploading documents of different kinds separately means each one is treated with the right vocabulary.

Cross-cutting documents — cover letter, contents page, introductory note — go to Atlas, our specialist for general documents. They are often read first, so they deserve as much care as the technical sections. For a bid, see also our page on translating a call for tenders.

Step 3: prepare clean files

• Use the source file where possible: a translated .docx, .pptx or .xlsx stays editable, which makes last-minute changes easy.
• Check your PDFs: they need a text layer. The original layout is preserved, with images, tables and fonts in place (see translating a PDF without breaking the layout).
• Mind formats and size: Word, PDF, PowerPoint, Excel, plain text, Markdown, HTML, RTF or CSV, up to 40 MB per file.
• Name files clearly ("03_technical_proposal_v4.docx") so you can find each translation easily in your client area.

For Word documents, our article translating a Word document without losing its formatting covers the points to watch.

Step 4: settle terminology before you start

The real risk with a file translated document by document is inconsistency: the same team called "Sales Department" in the letter and "Commercial Division" in the organisation chart. Prepare a short reference list:

• the company name, brands and product names, which are not translated;
• key job titles ("directeur général": Managing Director or Chief Executive Officer? Your call);
• French abbreviations (SAS, CA, HT): keep them or spell them out;
• British or American English, depending on the recipient.

The list is mainly useful at the review stage: it lets you check in a few minutes that every document uses the same terms.

How much does it cost to translate a file into English?

The price depends on the number of words actually in your files, counted on upload, and on the level you choose. French into English counts as a common language pair (coefficient ×1.0). Example: a 3,000-word file, roughly 8 pages, from French into English. These are the totals shown on the quote on the day of writing:

If the same file also has to go out in German and Spanish, the 30% multilingual discount applies for three languages: at Professionnel level, €162 gross becomes €114 (a €48.60 discount). Express delivery carries no surcharge, the original layout is included and VAT does not apply (article 293 B du CGI).

You do not have to choose the same level for every document: Essentiel for an appendix the recipient will barely glance at, Professionnel for the body of the file, Premium for the decisive piece, such as the executive summary or the offer. If your company translates regularly, the business account groups orders on a single monthly invoice, with no subscription and 25% off translations. Full details on the pricing page and in our article getting and reading a quote for English translation.

Step 5: review the English file before sending

Each translation arrives within minutes in your client area and by email. Then take time for an overall review, using your reference list:

• Figures and amounts: in English, a full stop marks decimals and a comma separates thousands (1,250.50); make sure your tables follow the same convention throughout.
• Dates: 03/04 reads as 3 April in the UK and 4 March in the US; writing the month in full removes any doubt.
• Cross-references: "annexe 4" should become "Appendix 4" in every document and point to the right one.
• Names and titles matching your reference list.
• Contents and page numbers: text length varies between languages, so check that any page numbers quoted are still right.

What about confidentiality?

A file often contains sensitive figures. No human reads your files, our servers are in France and your documents are never used for training. Details in our privacy policy.

Ready to start? Upload the first document: the quote appears before any payment and an extract is translated free of charge so you can judge the result.