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Best practices for preparing content for translation

A well-prepared source document leads to better translations — whether handled by AI or a professional linguist. These practices reduce post-editing time and improve consistency.

1. Start with clear, clean source content​

AI and human translators both perform best when the input is structured and unambiguous.

  • Use short, clear sentences with consistent grammar
  • Avoid slang, idioms, and overly complex constructions unless stylistically required
  • Don't mix multiple ideas into a single sentence

2. Use styles and formatting properly​

Proper formatting helps preserve layout and improves segmentation in the CAT editor.

  • Use paragraph and heading styles rather than manual formatting
  • Avoid unnecessary line breaks (Shift+Enter)
  • Don't hide translatable text in images or diagrams

3. Build a glossary early​

A glossary improves consistency across projects and translators. Include:

  • Brand and product names
  • Technical terms and jargon
  • Words that should remain untranslated
  • Tone-specific variations (e.g. "client" vs. "customer")

See: Create a glossary

4. Define a style guide​

Specify the tone, register, and formatting rules the AI and linguists should follow:

  • Preferred tone (formal or informal)
  • Pronoun conventions (e.g. "you" vs. "we")
  • Local conventions (dates, measurements, currency)
  • Formatting preferences (quotes, bullets, headers)

See: Create a Style Guide

5. Avoid culture-specific content where possible​

  • Avoid idioms, jokes, or cultural references that don't translate well
  • Be aware of images, colours, or examples that may not resonate globally
  • If you do include them, flag them for adaptation in a project note

6. Organise files logically​

  • Name files clearly (e.g. product-description-en.docx)
  • Avoid duplicates or near-identical versions unless using Translation Memory
  • Upload files individually per project

7. Add context where possible​

AI and human translators work better when they know:

  • Where the content will appear (UI, blog, email, print)
  • Who the audience is
  • What the goal is (inform, persuade, convert)

You can add context in the project notes field when creating a project.

8. Review the output​

Even with great input, always:

  • Review translated files before publishing (especially public-facing content)
  • Use the CAT editor for spot-checks on key segments
  • Provide feedback — it helps build your Translation Memory over time

9. Reuse, don't redo​

  • Attach a Translation Memory to every project to reduce costs on repeated content
  • Standardise content blocks that are reused across documents
  • Translate your highest-impact assets first, then expand

10. Automate repeatable content​

For high-volume or recurring content, consider:

  • The Taia API for programmatic submission
  • Continuous localisation pipelines (e.g. for docs, UI strings, or CMS exports)
Last updated on by Taia Admin