Translation Services: Your Complete Guide to Professional Language Solutions

In today’s interconnected world, the ability to communicate across languages is not a luxury — it is a strategic necessity. Whether you are expanding into new markets, navigating regulatory requirements in multiple jurisdictions, or simply trying to connect with a multilingual audience, professional translation services are the bridge that makes it all possible.

This comprehensive guide covers everything you need to know about translation services: the different types available, how quality is maintained, what modern technology brings to the table, and how to select the right provider for your needs. If you are looking for a trusted partner in language services, Ecrivus International offers a full suite of professional translation and interpreting solutions.

What Are Translation Services?

Translation services encompass the professional conversion of written, spoken, or multimedia content from one language into another. While the term “translation” often evokes the image of someone sitting with a dictionary and converting text word by word, the reality of modern professional translation is far more nuanced and sophisticated.

At its core, a professional translation service aims to convey the full meaning, tone, and intent of the source material in the target language. This goes well beyond literal word substitution. It involves understanding cultural context, industry-specific terminology, legal implications, and the expectations of the target audience.

Professional translation services typically include:

• Document translation — converting written texts such as reports, contracts, manuals, and marketing materials
• Certified and sworn translation — officially attested translations for legal, governmental, and institutional use
• Interpreting — real-time spoken language conversion for meetings, conferences, and legal proceedings
• Localization — adapting content for a specific locale, considering cultural norms, measurement systems, date formats, and more
• Transcreation — creatively adapting marketing and advertising content so it resonates in the target culture
• Subtitling and voiceover — making audiovisual content accessible across languages

The common thread in all of these services is the involvement of trained, professional linguists who bring subject matter expertise and cultural understanding to every project.

Types of Translation Services

Understanding the different types of translation services available is essential for choosing the right approach for your project. Each type addresses different needs, and the distinctions matter for quality, compliance, and effectiveness.

Document Translation

Document translation is the most common form of professional translation. It involves converting written text from one language into another while preserving the meaning, style, and formatting of the original document.

This category is broad and includes:

• Business correspondence and internal communications
• Marketing materials, brochures, and website content
• Technical manuals and product documentation
• Financial reports and annual statements
• Academic papers and research publications

A skilled translator does not simply translate words; they translate meaning. This requires an understanding of the subject matter, the intended audience, and the conventions of professional writing in both the source and target languages.

For most document translation projects, agencies follow a TEP workflow: Translation, Editing, and Proofreading. This multi-step process ensures accuracy and consistency. A first translator produces the initial draft, a second linguist reviews it for accuracy and style, and a final proofreader checks for any remaining errors.

Certified Translations

Certified translations are translations that come with an official statement — often signed, stamped, or notarized — attesting that the translation is a true and accurate representation of the original document. These are typically required by government agencies, courts, educational institutions, and other official bodies.

The requirements for certification vary by country. In the Netherlands, for example, a “beedigde vertaling” (sworn translation) must be produced by a translator who has been sworn in before a Dutch court. In other countries, different certification standards apply.

Common documents requiring certified translation include:

• Birth, marriage, and death certificates
• Diplomas, transcripts, and academic records
• Court documents and legal judgments
• Immigration and visa applications
• Corporate registration documents

If you need certified translations, it is important to work with a provider that understands the specific requirements of the institution or authority that will receive the document. For a deeper look at this topic, read our article on certified translations explained.

Technical Translation

Technical translation covers specialized fields such as engineering, IT, manufacturing, and the sciences. These translations demand not only linguistic skill but also a thorough understanding of the subject matter and its associated terminology.

Key characteristics of technical translation include:

• Precision: Technical texts often contain specifications, measurements, and instructions where accuracy is paramount. A mistranslated measurement or process step can have serious consequences.
• Consistency: Technical documentation frequently uses the same terms repeatedly. Maintaining consistent terminology throughout a document — and across a document set — is essential.
• Use of glossaries and termbases: Professional technical translators work with client-approved glossaries and terminology databases to ensure that specific terms are always translated the same way.
• Industry knowledge: The best technical translators have backgrounds or formal education in the fields they translate. An engineering translator, for example, may hold a degree in mechanical or electrical engineering.

Technical translation is common in sectors such as automotive, aerospace, telecommunications, pharmaceuticals, and software development.

Medical Translation

Medical translation is a specialized branch of technical translation focused on healthcare, pharmaceuticals, and life sciences. The stakes in medical translation are exceptionally high: errors can affect patient safety, regulatory compliance, and public health.

Medical translation projects include:

• Clinical trial documentation (protocols, informed consent forms, patient questionnaires)
• Regulatory submissions (IND applications, marketing authorization dossiers)
• Medical device manuals and instructions for use (IFU)
• Patient information leaflets (PILs) and summaries of product characteristics (SmPCs)
• Medical records and discharge summaries
• Pharmaceutical labeling and packaging

Medical translators typically have advanced training in life sciences or medicine. Many agencies require medical translators to hold relevant certifications and to stay current with regulatory guidelines such as those issued by the EMA (European Medicines Agency) or the FDA.

Legal Translation

Legal translation involves the conversion of legal documents from one language to another. Like medical translation, it demands a high degree of specialization because legal systems, concepts, and terminology differ significantly between jurisdictions.

Legal translation covers:

• Contracts and agreements
• Litigation documents (pleadings, discovery materials, court orders)
• Patents and intellectual property filings
• Corporate governance documents (articles of incorporation, board resolutions)
• Regulatory filings and compliance documentation
• Wills, trusts, and estate planning documents

A competent legal translator must understand the legal systems of both the source and target languages. For example, translating a Dutch contract into English for use in the United States requires more than linguistic conversion; it requires an understanding of how Dutch civil law concepts map (or do not map) onto the common law system used in the US.

Interpreting Services

While translation deals with written text, interpreting deals with spoken language. Interpreting services enable real-time communication between people who speak different languages and are essential for meetings, conferences, legal proceedings, medical consultations, and diplomatic events.

Simultaneous Interpreting

In simultaneous interpreting, the interpreter listens to the speaker and renders the message into the target language in real time, typically with only a few seconds’ delay. This is the mode most commonly used at international conferences, European Union institutions, and large multilingual events.

Simultaneous interpreters usually work in soundproof booths and use specialized audio equipment. Because the cognitive demands are intense, simultaneous interpreters work in teams of two or more, alternating every 20 to 30 minutes.

Consecutive Interpreting

In consecutive interpreting, the speaker pauses after a segment — a few sentences or a complete thought — and the interpreter then renders the message into the target language. This mode is commonly used in business meetings, negotiations, depositions, and smaller group settings.

Consecutive interpreting requires excellent note-taking skills, as the interpreter must capture and accurately reproduce segments that may last several minutes.

Liaison Interpreting

Liaison interpreting (sometimes called bilateral or dialogue interpreting) involves the interpreter facilitating a conversation between two or a small number of people. It is common in business meetings, immigration interviews, and community settings.

Remote Interpreting

The growth of video conferencing and digital communication platforms has led to a significant increase in remote interpreting services, delivered via telephone (over-the-phone interpreting, or OPI) or video (video remote interpreting, or VRI). Remote interpreting offers flexibility and rapid availability, making it particularly valuable for healthcare, legal, and customer service settings.

Localization: Going Beyond Translation

Localization is the process of adapting a product, service, or piece of content for a specific market or locale. While translation is a key component of localization, the process also encompasses a range of non-linguistic adaptations.

Localization may involve:

• Cultural adaptation: Modifying images, colors, symbols, and references to suit the target culture. For example, a marketing campaign featuring a thumbs-up gesture may need to be changed for markets where this gesture has a different meaning.
• Technical adaptation: Adjusting date and time formats, currency symbols, measurement units, and number formats. Software localization also involves adapting user interfaces to accommodate text expansion (some languages require significantly more space than English) and right-to-left scripts.
• Legal and regulatory adaptation: Ensuring content complies with local laws and regulations. For example, privacy policies, terms of service, and product labeling must conform to the legal requirements of each target market.
• SEO localization: Adapting keywords and metadata for search engines in the target language and market. This is particularly important for websites and digital content.

Localization is crucial for businesses expanding internationally. A localized product or website feels native to users in the target market, improving engagement, trust, and conversion rates.

Quality Assurance in Translation

Quality is the defining factor that separates professional translation from amateur efforts. Reputable translation agencies implement rigorous quality assurance (QA) processes to deliver accurate, consistent, and fit-for-purpose translations.

The TEP Model

The industry-standard quality model is TEP: Translation, Editing, and Proofreading.

1. Translation: A qualified translator with subject matter expertise produces the initial translation.
2. Editing (also called revision or review): A second linguist compares the translation against the source text, checking for accuracy, completeness, terminology consistency, and adherence to style guidelines.
3. Proofreading: A final review of the target text for grammar, spelling, punctuation, and formatting errors.

This three-step process is the backbone of ISO 17100, the international standard for translation services.

ISO 17100 and ISO 9001

ISO 17100:2015 is the international standard specifically designed for translation service providers. It specifies requirements for all aspects of the translation process, including:

• Translator qualifications and competencies
• Project management procedures
• Translation workflow (TEP)
• Technology and resource management
• Client communication and feedback handling

ISO 9001 is a broader quality management standard that some translation agencies also hold. While not specific to translation, it demonstrates a commitment to systematic quality management and continuous improvement.

When choosing a translation agency, ISO certifications are a strong indicator of quality commitment.

Specialized Quality Checks

Beyond the TEP model, many agencies implement additional quality checks tailored to specific content types:

• Linguistic Quality Assurance (LQA): Systematic evaluation of translation quality using standardized metrics and error categorization frameworks such as MQM (Multidimensional Quality Metrics) or DQF (Dynamic Quality Framework).
• Automated QA checks: Using software tools to detect common errors such as inconsistent terminology, untranslated segments, number mismatches, punctuation errors, and formatting issues.
• Back-translation: Translating the translated text back into the source language to verify accuracy. This is particularly common in clinical research and pharmaceutical contexts.
• In-country review: Having a native speaker in the target country review the translation for naturalness and cultural appropriateness.

Technology in Translation

Modern translation services rely on a range of technologies to improve efficiency, consistency, and quality. Understanding these technologies can help you make informed decisions when engaging a translation provider.

Computer-Assisted Translation (CAT) Tools

CAT tools are software applications that help translators work more efficiently without replacing human judgment. They are not to be confused with machine translation; CAT tools assist human translators rather than replacing them.

Key features of CAT tools include:

• Translation Memory (TM): A database that stores previously translated segments (typically sentences). When a new text contains a segment that matches or closely resembles a previously translated segment, the TM suggests the previous translation. This improves consistency and reduces costs for repetitive content.
• Terminology Management: Integrated glossaries and termbases that ensure translators use approved terminology consistently.
• Concordance Search: The ability to search the translation memory for specific words or phrases and see how they were translated in previous projects.
• Quality Assurance Checks: Built-in checks for common errors such as missing translations, inconsistent numbers, and terminology violations.
• File Format Support: The ability to work with a wide range of file formats (Word, Excel, PowerPoint, XML, HTML, InDesign, etc.) while preserving formatting.

Popular CAT tools include SDL Trados Studio, memoQ, Memsource (now Phrase), Wordfast, and OmegaT (open source).

Machine Translation and Post-Editing

Machine translation (MT) uses artificial intelligence to automatically translate text from one language to another. While MT has improved dramatically in recent years — particularly with the advent of neural machine translation (NMT) engines like Google Translate, DeepL, and Microsoft Translator — it still cannot match the quality of human translation for most professional applications.

However, MT has found a valuable role in professional translation workflows through a process called Machine Translation Post-Editing (MTPE). In this approach:

1. The source text is first processed by a machine translation engine.
2. A human translator then reviews and edits the machine output, correcting errors, improving style, and ensuring accuracy.

MTPE can be classified into two levels:

• Light post-editing: The human editor makes only the corrections necessary to ensure the text is understandable and accurate. The result is functional but may not read as naturally as a fully human translation.
• Full post-editing: The human editor brings the machine output up to the same quality standard as a fully human translation, addressing not only errors but also style, tone, and fluency.

MTPE is most effective for content types with straightforward language, high volumes, and tight deadlines. It is generally not recommended for creative content, marketing materials, or legally sensitive documents.

Translation Management Systems (TMS)

A Translation Management System is a platform that automates and streamlines the end-to-end translation workflow. A TMS typically includes:

• Project creation and assignment
• File handling and format conversion
• Workflow automation (routing projects through translation, editing, and proofreading steps)
• Integration with CAT tools and MT engines
• Reporting and analytics
• Client portals for project submission and tracking

For organizations with ongoing translation needs, a TMS can significantly reduce administrative overhead and improve turnaround times.

Industry Specializations

Professional translation agencies often specialize in specific industries, reflecting the fact that effective translation requires more than linguistic skill — it requires domain expertise. Here is an overview of the most common industry specializations.

Life Sciences and Pharmaceuticals

This specialization covers clinical trial documentation, regulatory submissions, medical device documentation, patient-facing materials, and pharmacovigilance reports. Translators in this field typically have backgrounds in medicine, pharmacology, or biomedical sciences and are familiar with regulatory frameworks such as ICH-GCP, EU MDR, and FDA guidelines.

Legal and Financial

Legal and financial translation covers contracts, litigation documents, regulatory filings, annual reports, audit documentation, and compliance materials. Translators in these fields often hold law degrees or financial qualifications and understand the legal and regulatory environments of both the source and target jurisdictions.

Technology and Software

Technology translation encompasses software user interfaces, help documentation, API references, white papers, and marketing materials for technology products. Software localization is a key subset, involving the adaptation of software products for different linguistic and cultural markets.

Manufacturing and Engineering

This specialization covers technical manuals, safety data sheets, product specifications, installation guides, and training materials. Translators often have engineering backgrounds and are familiar with relevant standards (ISO, ASTM, DIN, etc.).

Marketing and Creative

Marketing translation — and its close cousin, transcreation — involves adapting advertising campaigns, brand messaging, social media content, and promotional materials for target markets. This requires not only linguistic skill but also creative writing ability and marketing acumen.

Government and Public Sector

Government translation covers legislation, policy documents, public communications, immigration materials, and diplomatic correspondence. This specialization often requires security clearance and familiarity with governmental terminology and procedures.

How to Choose a Translation Service Provider

Selecting the right translation provider is a critical decision that can significantly impact your communication quality, compliance posture, and global reputation. Here are the key factors to consider.

Qualifications and Expertise

Look for providers whose translators hold relevant qualifications, such as:

• University degrees in translation or linguistics
• Professional certifications (ATA certification, CIOL membership, NGTV registration in the Netherlands)
• Subject matter expertise in your industry
• Sworn translator status (for certified translations)

Quality Processes

Ask about the provider’s quality assurance processes. At a minimum, they should follow the TEP model. ISO 17100 certification is a strong indicator of quality commitment.

Technology Infrastructure

A modern translation provider should use current CAT tools, have robust translation memory management, and offer a client portal or project management platform. Ask about their technology stack and how it benefits your projects.

Specialization and Experience

Choose a provider with demonstrated experience in your industry and content types. Ask for references, case studies, or samples of similar work.

Scalability and Capacity

Consider whether the provider can handle your current volume and scale up if needed. A provider with a large network of vetted translators in multiple language combinations is better positioned to meet growing demands.

Data Security

Translation projects often involve confidential information. Ask about the provider’s data security measures, including encryption, access controls, NDA policies, and compliance with data protection regulations (such as GDPR).

Communication and Responsiveness

A good translation partner is responsive, transparent, and proactive in their communication. They should be easy to reach, willing to answer questions, and forthcoming about potential challenges.

For a more detailed exploration of this topic, see our practical guide on how to choose the right translation agency.

If you are looking for a translation partner that combines linguistic expertise with industry specialization and modern technology, Ecrivus International has a team of professional linguists serving clients across the Netherlands and beyond.

Understanding Translation Costs

Translation pricing can seem opaque, but understanding the main factors that influence cost will help you budget effectively and evaluate quotes.

Pricing Models

The most common pricing models for translation services are:

• Per-word rate: The most widely used model for document translation. Rates vary by language pair, subject matter, and turnaround time. Common rates range from EUR 0.08 to EUR 0.25 per source word for European languages, with rarer language combinations commanding higher rates.
• Per-page rate: Sometimes used for certified translations, especially when a standard page format applies (e.g., 250 words per page in many European countries).
• Hourly rate: Common for interpreting services, editing, and consulting. Interpreting rates typically range from EUR 50 to EUR 150 per hour depending on the language pair, mode (simultaneous vs. consecutive), and setting.
• Project-based pricing: For large or complex projects, agencies may offer a fixed project price that bundles translation, editing, proofreading, project management, and desktop publishing.

Factors That Influence Cost

Several factors affect translation pricing:

• Language pair: Translations involving common language pairs (e.g., English to Dutch, English to German) tend to be less expensive than rare language combinations (e.g., English to Icelandic, Dutch to Japanese).
• Subject matter complexity: Technical, medical, and legal translations command higher rates than general business translation because they require specialized expertise.
• Volume: Higher volumes often qualify for discounts, especially when translation memory can be leveraged to reduce repetitive work.
• Turnaround time: Rush projects typically incur surcharges of 25% to 100% above standard rates.
• Certification requirements: Certified or sworn translations carry additional fees for the certification process.
• Desktop publishing (DTP): If the translated text needs to be formatted into its final layout (e.g., brochures, manuals, presentations), DTP costs are added.
• Quality level: Full human translation is more expensive than machine translation with post-editing, which in turn is more expensive than raw machine translation.

Getting Value for Money

To get the best value from your translation investment:

• Plan ahead: Avoid rush fees by building translation time into your project schedules.
• Provide context: Supply reference materials, glossaries, style guides, and previous translations. The more context a translator has, the better (and faster) they can work.
• Consolidate vendors: Working with a single provider for all your language needs allows them to build and maintain translation memories, glossaries, and institutional knowledge that improve quality and reduce costs over time.
• Leverage technology: Agree with your provider on the use of translation memory, which can significantly reduce costs for repetitive or regularly updated content.

The Translation Process: What to Expect

Understanding the typical translation workflow helps you plan your projects and collaborate effectively with your translation provider.

Step 1: Project Briefing and Quotation

You submit your source materials and provide a brief that includes:

• Target language(s)
• Purpose and audience for the translation
• Deadline requirements
• Any specific terminology or style preferences
• Certification or formatting requirements

The agency analyzes the materials, assesses volume and complexity, and provides a quotation.

Step 2: Project Setup

Once you approve the quotation, the project manager assigns the project to qualified translators based on language pair, subject matter expertise, and availability. They also set up translation memories, glossaries, and any other resources.

Step 3: Translation

The translator produces the initial translation, working with CAT tools and referring to provided reference materials and glossaries.

Step 4: Editing and Proofreading

A second linguist reviews the translation against the source text (editing), and a final review is conducted for language quality (proofreading). This TEP process ensures accuracy and polish.

Step 5: Quality Checks and Delivery

Automated QA checks are run to catch any remaining issues. The project manager reviews the final deliverables, applies any required formatting or DTP, and delivers the completed translation.

Step 6: Feedback and Continuous Improvement

A professional agency welcomes feedback and uses it to update translation memories, glossaries, and style guides, ensuring continuous improvement across future projects.

Frequently Asked Questions

How long does a translation project take?

Turnaround time depends on volume, complexity, language pair, and the number of languages involved. As a general guideline, a professional translator can produce 2,000 to 3,000 words of finished translation per day. A 10,000-word document typically takes 5 to 7 business days through the full TEP process. Rush services are usually available for an additional fee.

What is the difference between translation and interpreting?

Translation deals with written text, while interpreting deals with spoken language. Translators work with documents, websites, and other written materials. Interpreters facilitate real-time spoken communication at meetings, conferences, and other events.

What is the difference between a certified translation and a regular translation?

A certified translation comes with a formal statement attesting that the translation is accurate and complete. It is typically required for official or legal purposes, such as immigration applications, court proceedings, or academic enrollment. A regular translation does not include this formal attestation. For more details, read our article on certified translations explained. Also available in Dutch: our kennisbank over beëdigde vertalingen and our gids voor het kiezen van een vertaalbureau.

Can machine translation replace human translators?

Not for professional purposes. While machine translation has improved significantly, it still makes errors that can change meaning, lacks cultural understanding, and cannot reliably handle specialized terminology or nuanced content. Machine translation can be a useful tool in professional workflows (through post-editing), but it is not a replacement for human expertise.

What is localization, and how does it differ from translation?

Localization is the broader process of adapting content for a specific market, of which translation is one component. Localization also addresses cultural references, visual elements, formats (dates, currencies, measurements), and legal requirements. A localized product feels native to users in the target market.

How are translation costs calculated?

Most translation services are priced per source word, with rates varying by language pair, subject matter, and urgency. Other pricing models include per-page (common for certified translations), per-hour (common for interpreting), and project-based pricing. See the costs section above for more detail.

What should I provide to my translation agency for the best results?

Provide as much context as possible: reference materials, glossaries, style guides, previous translations, and a clear brief about the purpose and audience for the translation. Clear source text that is well-written and free of errors also leads to better translations.

How do I know if a translation agency is reputable?

Look for ISO certifications (ISO 17100 for translation services), professional association memberships, client references, and transparent quality processes. A reputable agency will be happy to explain their workflow, share credentials, and provide references. Our guide on how to choose the right translation agency covers this topic in detail.

Do I need a specialized translator for my industry?

For general business content, a skilled generalist translator may suffice. However, for technical, medical, legal, or financial content, a translator with subject matter expertise is strongly recommended. Specialized translators produce more accurate and natural-sounding translations in their fields.

What languages do professional translation agencies cover?

Most established agencies offer a wide range of language combinations. Major agencies cover 50 to 200+ languages, including both widely spoken languages and less common ones. The key is to ensure that the agency has qualified translators for your specific language pair and subject matter.

Conclusion

Professional translation services are the foundation of effective multilingual communication. Whether you need a single document translated, a complete website localized, or simultaneous interpreting for an international conference, the right translation partner makes all the difference.

The key takeaways from this guide:

• Choose the right type of service for your needs — document translation, certified translation, interpreting, localization, or transcreation.
• Prioritize quality by working with providers who follow the TEP model and hold relevant certifications.
• Leverage technology like translation memory and CAT tools to improve consistency and reduce costs.
• Select a specialized provider with expertise in your industry and content types.
• Plan ahead to avoid rush fees and give translators the time and context they need to deliver their best work.

If you are ready to discuss your translation needs with a team of experienced professionals, get in touch with Ecrivus International for a no-obligation consultation. From document translation to conference interpreting, they are equipped to support your multilingual communication goals.