UK Translation Guide 2025

What is Professional Translation?

Professional translation is the process of converting written text from one language to another by qualified linguists who are native speakers of the target language, possess subject-matter expertise, and follow industry quality standards such as ISO 17100. Unlike machine translation or amateur work, professional translation ensures accuracy, cultural appropriateness, and maintains the original meaning and tone.

Key Characteristics of Professional Translation:

Native-Level Fluency

Translators work only into their native language to ensure natural, idiomatic expression

Subject Expertise

Specialisation in legal, medical, technical, or financial translation with industry knowledge

Quality Assurance

Two-stage review process: initial translation followed by independent proofreading

Industry Standards

Compliance with ISO 17100 (translation services) and ISO 9001 (quality management)

How Does the Translation Process Work?

Professional translation agencies follow a structured workflow to ensure quality and consistency. The process typically involves six stages, from initial analysis through to final delivery, with multiple quality checkpoints at each stage.

1

Source Analysis & Preparation

The project manager analyses your document to identify subject matter, terminology complexity, and required specialisation. They extract key terms, create glossaries, and match the project with translators who have relevant expertise. For technical documents, this may include identifying industry-specific standards or regulatory requirements.

2

Translation (First Pass)

A qualified native translator translates your content using Computer-Assisted Translation (CAT) tools. These tools provide access to Translation Memory (previously translated segments for consistency), approved terminology databases, and quality assurance features. The translator ensures accuracy, cultural appropriateness, and maintains the original document's tone and purpose.

3

Review & Proofreading

A second independent linguist reviews the translation against the source document. This reviewer checks for accuracy, consistency, terminology adherence, and natural expression. They also verify that formatting, numbers, dates, and specialised terms are correctly handled. This two-stage process is mandated by ISO 17100 standards.

4

Technical Quality Assurance

Automated and manual QA checks verify formatting consistency, number accuracy, tag integrity (for software files), and terminology consistency throughout the document. For technical files (HTML, XML, JSON), this includes validation that all code remains functional after translation.

5

Formatting & Desktop Publishing (If Required)

For documents requiring layout work, DTP specialists recreate the original design in the target language. This is particularly important for Right-to-Left languages (Arabic, Urdu) where entire layouts must be mirrored, and for languages with different text expansion rates (German expands 20-30%, Chinese contracts 30-40%).

6

Final Delivery & Certification

The completed translation is delivered in your requested format. For official submissions, a certification statement is added, signed by the translator, confirming accuracy and completeness. This certification includes translator credentials, contact details, and professional letterhead, meeting UKVI and Home Office requirements.

What Are CAT Tools?

Computer-Assisted Translation (CAT) tools are software applications that help translators work more efficiently and consistently. Unlike machine translation which attempts to translate automatically, CAT tools assist human translators by providing reference materials, consistency checking, and productivity features. Industry-standard tools include SDL Trados Studio, memoQ, and Smartcat.

Key CAT Tool Features:

Translation Memory (TM)

A database that stores previously translated sentences and phrases. When similar content appears again, the CAT tool suggests the previous translation, ensuring consistency across documents and reducing costs for repeated content by up to 40%. Particularly valuable for technical documentation, contracts, and recurring business communications.

Terminology Management

Approved glossaries ensure technical terms, brand names, and industry-specific vocabulary are translated consistently. For example, "engine" might be translated differently in automotive vs software contexts. Terminology databases prevent errors and maintain brand consistency across all translated materials.

Quality Assurance Checks

Automated checking for number inconsistencies, missing translations, formatting errors, and terminology violations. These QA features catch errors that human reviewers might miss, such as transposed numbers in financial documents or incorrectly formatted dates.

File Format Support

CAT tools handle complex file types including InDesign, XML, JSON, HTML, and software resource files whilst preserving formatting, code, and layout. This is essential for website localisation and software translation where code must remain functional.

What is the Difference Between Translation and Localisation?

Translation converts text from one language to another whilst preserving meaning. Localisation adapts content for a specific locale, including cultural references, date/number formats, currency, imagery, and functionality. For example, translating a website might change "color" to "colour" (US to UK English), whilst localisation would also change date formats (MM/DD/YYYY to DD/MM/YYYY), phone number formats, and cultural references.

Translation

• Language conversion (word-for-word with contextual meaning)
• Preserves original meaning and tone
• Maintains formatting and structure
• Used for: Legal documents, certificates, contracts
• Example: Birth certificate French → English
• Cost: £0.10-£0.18 per word typically

Localisation

• Cultural and functional adaptation
• Adjusts dates, currency, measurements, imagery
• Adapts UI/UX for local preferences
• Used for: Websites, software, e-learning, apps
• Example: E-commerce site UK → German market
• Cost: Higher complexity, project-based pricing

What is Certified Translation?

Certified translation is an official translation accompanied by a signed statement from a qualified translator or translation company confirming the translation's accuracy and completeness. In the UK, certified translations are required for documents submitted to government bodies, courts, universities, and other official institutions. The certification statement includes the translator's credentials, qualifications, contact details, and a declaration that the translation is accurate to the best of their knowledge.

UK Certification Requirements:

What Must Be Included:

• Full translation of all text (including stamps, seals, annotations)
• Certification statement with translator signature and date
• Translator name and professional qualifications
• Company name, address, and contact details
• Statement confirming accuracy and completeness
• Official company letterhead or stamp

Where It's Required:

• UK Visas & Immigration (UKVI) applications
• Home Office submissions (asylum, citizenship)
• Court proceedings and legal matters
• Universities and educational institutions (UCAS)
• Professional regulatory bodies (GMC, NMC, HCPC)
• Companies House, DVLA, HMRC filings

Certified vs Notarised vs Apostille:

Certified Translation: Translation with translator's certification statement. Accepted within UK for most official purposes (£35 per page).

Notarised Translation: Certified translation verified by UK notary public. Required for some international use (£180 per document).

Apostille Translation: Notarised translation legalised by FCDO (Foreign Office) for use in Hague Convention countries (£340 standard 5 days, £390 urgent next day).

How Much Does Translation Cost in the UK?

UK translation pricing typically ranges from £0.10 to £0.18 per word depending on language combination, subject complexity, and translator availability. Professional agencies use tiered pricing based on language pairs, with common European languages at lower rates and rare languages commanding premium prices. Minimum charges (£35-£45) apply to account for project setup and quality assurance overhead.

Industry Standard Pricing (2025):

Language Tier	Examples	Price/Word	Minimum
Tier 1 (Common)	French, Spanish, German, Italian, Arabic, Polish	£0.10	£35
Tier 2 (Moderate)	Russian, Turkish, Hindi, Urdu, Farsi	£0.12	£35
Tier 3 (Complex)	Chinese, Japanese, Korean, Thai, Vietnamese	£0.15	£45
Tier 4 (Rare)	Pashto, Dari, Tigrinya, Somali, Georgian	£0.18	£45

Urgency Surcharges:

24-hour delivery: +50%

12-hour delivery: +75%

6-hour same-day: +100%

Specialist Content:

Legal/Medical/Technical: +25%

Requires subject expertise

Certification:

Often included free

Some agencies charge £15-£25

What is ISO 17100?

ISO 17100 is the international quality standard specifically for translation services. Established in 2015, it defines requirements for the core translation process, resources, and quality management systems. Agencies certified to ISO 17100 must follow mandatory procedures including two-stage review (translation + revision), translator qualifications verification, and comprehensive project management protocols.

ISO 17100 Requirements:

Translator Qualifications

Degree in translation, equivalent qualification, or demonstrable professional experience with native-level competence in target language

Mandatory Revision

All translations must be reviewed by a second qualified linguist independent from the original translator

Project Management

Documented processes for project specification, resource allocation, production, QA, and delivery

Client-TSP Agreement

Clear specification of requirements, responsibilities, and quality criteria agreed before work begins

What Language Variants Should I Choose?

Many languages have significant regional variants with differences in vocabulary, spelling, grammar, and cultural references. Choosing the correct variant ensures your translation resonates with your target audience and meets official requirements. For UKVI applications, UK English is mandatory; for documents destined for Brazil, Brazilian Portuguese is appropriate rather than European Portuguese.

English: UK vs US

UK English: colour, organisation, analyse, whilst, lorry, lift, pavement | Used for: UK immigration, British universities, UK legal documents, British companies

US English: color, organization, analyze, while, truck, elevator, sidewalk | Used for: US visa applications, American universities, US business documents

Note: UKVI specifically requires UK English for all immigration documents. Using US English will result in rejection.

Chinese: Simplified vs Traditional

Simplified Chinese (简体中文): Used in Mainland China, Singapore, Malaysia | Character count: ~3,500 commonly used characters

Traditional Chinese (繁體中文): Used in Hong Kong, Taiwan, Macau | Character count: ~13,000+ characters

Technical note: Traditional Chinese typically requires 10-15% more space than Simplified due to character complexity.

Portuguese: European vs Brazilian

European Portuguese: Portugal, Angola, Mozambique, African countries | More formal, uses "tu" less frequently

Brazilian Portuguese: Brazil, preferred in South America | Uses gerund more frequently, different vocabulary (autocarro vs ônibus)

Example: "to catch a bus" = apanhar um autocarro (PT-PT) vs pegar um ônibus (PT-BR)

Spanish: European vs Latin American

European Spanish (Castilian): Spain, European Union | Uses vosotros, different vocabulary (ordenador, coche)

Latin American Spanish: Mexico, Argentina, Colombia, etc. | Uses ustedes, regional variations (computadora, carro)

Note: Within Latin America, there are significant regional differences. Specify target country for business/marketing content.

Arabic Dialects

Modern Standard Arabic (MSA): Official documents, business, media, formal communications | Understood across all Arabic-speaking countries

Egyptian Arabic: Most widely understood colloquial dialect | Used for: informal content, media, entertainment

Levantine/Gulf/Maghrebi: Regional dialects for specific markets | Specify if targeting particular region

For official documents (birth certificates, contracts): Always use MSA. For marketing to specific regions: Consider local dialect.

French: European vs Canadian vs African

European French: France, Belgium, Switzerland, European institutions

Canadian French (Québécois): Quebec, Canada | Different vocabulary, pronunciation, some grammar differences

African French: West/Central Africa | Often mixed with local languages, different expressions

How Long Does Translation Take?

Professional translation turnaround depends on word count, language combination, subject complexity, and translator availability. Industry standard is 2,000-2,500 words per day for technical content, 3,000-4,000 words per day for general content. A typical 2-page certificate (300 words) takes 24-48 hours in normal workflow, whilst a 10,000-word technical manual might require 5-7 working days including review and QA.

Standard

48-72h

Normal project workflow with full quality assurance

• Two-stage review process
• Terminology verification
• Full QA checks
• No surcharge

Fast

24h

Priority assignment with expedited review

• Priority translator assignment
• Accelerated review process
• Full quality maintained
• +50% surcharge

Express

12h

Same-day delivery for urgent deadlines

• Immediate translator assignment
• Parallel processing if needed
• Essential QA only
• +80% surcharge

What is Machine Translation Post-Editing (MTPE)?

Machine Translation Post-Editing (MTPE) is a hybrid approach where neural machine translation (Google Translate, DeepL, Microsoft Translator) produces an initial translation, which is then edited and refined by professional human translators. This method can reduce costs by 30-50% for high-volume content whilst maintaining acceptable quality, though it's not suitable for official documents requiring certification or highly creative content requiring transcreation.

Good For MTPE:

• High-volume content (10,000+ words)
• Technical documentation with repetitive content
• Internal communications and emails
• User-generated content (reviews, forums)
• Quick turnaround requirements
• Budget-conscious projects
• Languages: European languages work best

NOT Suitable For MTPE:

• Legal documents requiring certification
• Medical/pharmaceutical regulatory submissions
• Marketing content requiring transcreation
• Poetry, literary works, creative content
• Official submissions (UKVI, courts)
• Brand-sensitive materials
• Low-resource languages (limited MT quality)

MTPE Levels: Light post-editing (grammar/accuracy only, 50% time saving) vs Full post-editing (publishable quality, 30% time saving)

How Do I Choose a Translation Agency?

Selecting the right translation partner involves evaluating certifications, translator qualifications, quality processes, specialisation, technology infrastructure, and pricing transparency. Look for agencies with ISO 17100 certification, native translators with subject expertise, two-stage review processes, and clear pricing structures. Avoid agencies that use only machine translation, don't disclose translator qualifications, or promise unrealistic turnaround times.

Essential Questions to Ask:

?

Are you ISO 17100 certified?

This ensures quality standards and mandatory two-stage review processes

?

Are your translators native speakers with subject expertise?

Native fluency + specialisation (legal, medical, technical) is essential for accuracy

?

What is your quality assurance process?

Look for: translation + revision + QA checks (minimum 3-step process)

?

Will my certified translation be accepted by UKVI/Home Office?

Ask for acceptance guarantee or examples of successful UKVI submissions

?

Do you use CAT tools and translation memory?

Essential for consistency, especially for ongoing projects and technical content

?

What is your pricing structure?

Transparent per-word rates with clear minimums, urgency surcharges, and specialist content fees

What File Formats Can Be Translated?

Professional translation agencies handle a wide range of file formats, from simple Word documents to complex software resource files. Modern CAT tools extract text whilst preserving formatting, code, and layout. For website and software localisation, specialised tools handle HTML, XML, JSON, PO, and other technical formats whilst maintaining functionality and code integrity.

Document Formats

• PDF (including scanned)
• Microsoft Office (Word, Excel, PowerPoint)
• OpenDocument (ODT, ODS, ODP)
• Plain text (TXT, RTF, CSV)
• Images (JPG, PNG, TIFF) via OCR

Design Formats

• Adobe InDesign (INDD)
• Adobe Illustrator (AI)
• Adobe Photoshop (PSD)
• QuarkXPress (QXD)
• Affinity Publisher

Software/Web Formats

• HTML, XML, JSON
• XLIFF (localisation standard)
• PO files (gettext)
• RESX, PROPERTIES (resource files)
• Markdown, YAML

What is the Difference Between Translation, Localisation, and Transcreation?

These three services represent different levels of adaptation from source to target content. Translation focuses on linguistic accuracy, localisation adds cultural and functional adaptation, whilst transcreation involves creative rewriting to evoke the same emotional response in the target market. Each serves distinct purposes and requires different skill sets.

Translation (Linguistic Conversion)

Definition: Converting text from source to target language whilst preserving meaning, tone, and style with minimal cultural adaptation.

Use Cases: Legal contracts, birth certificates, medical records, technical manuals, financial reports, academic transcripts

Process: Word-for-word conversion with contextual accuracy, maintaining original structure and formatting

Example: "The contract is valid for 12 months" → "Le contrat est valable pendant 12 mois" (French) - Direct linguistic conversion

Localisation (Cultural Adaptation)

Definition: Translation plus adaptation of dates, currency, measurements, imagery, functionality, and cultural references to suit the target locale.

Use Cases: Websites, software applications, e-learning courses, video games, mobile apps, e-commerce platforms

Process: Translation + technical adaptation (date/number formats, currency, units) + cultural adaptation (images, colours, symbols) + functional testing

Example: UK e-commerce site → German market: "£50" becomes "50€", "DD/MM/YYYY" becomes "DD.MM.YYYY", "ring size L" becomes "Ringgröße 52"

Transcreation (Creative Adaptation)

Definition: Creative rewriting that preserves emotional impact and brand message rather than literal meaning, often producing entirely different text that achieves the same marketing goal.

Use Cases: Advertising campaigns, brand slogans, marketing taglines, product names, creative content requiring cultural sensitivity

Process: Understanding brand intent + creative rewriting + back-translation verification + cultural consultation + A/B testing recommendations

Example: KFC's "Finger-lickin' good" couldn't be literally translated to Chinese. Transcreation produced "吮指回味" (sǔn zhǐ huí wèi) meaning "suck fingers memorable taste" - preserving the concept

What Are Right-to-Left (RTL) Languages?

Right-to-Left (RTL) languages are written and read from right to left, opposite to Latin-script languages. RTL languages include Arabic, Urdu, Persian (Farsi), and Kurdish. Translating into RTL languages requires specialised desktop publishing skills, as entire layouts must be mirrored, navigation reversed, and text alignment adjusted. Numbers and Latin acronyms remain left-to-right even within RTL text, creating bi-directional text complexity.

Technical Considerations for RTL Translation:

Layout Changes:

• Text alignment: Right-aligned (not left)
• Navigation: Mirrored (menu on left becomes right)
• Icons: Directional icons flipped
• Column order: Reversed (right column becomes left)
• Pagination: Right-to-left page progression

Text Handling:

• Numbers: Remain LTR (1234 not 4321)
• Latin acronyms: LTR within RTL text (e.g., "PDF")
• Mixed content: Bi-directional text algorithm
• Line breaks: RTL-specific hyphenation rules
• Text expansion: Arabic ~25% longer than English

What Quality Standards Apply to Translation?

The translation industry follows international quality standards to ensure consistency and reliability. ISO 17100 (translation services standard) and ISO 9001 (quality management) are the primary certifications. These standards mandate specific processes including translator qualification verification, two-stage review, documented workflows, and continuous quality improvement. Certified agencies undergo annual audits to maintain compliance.

ISO 17100:2015

Translation Services Standard

• Translator competence requirements (degree or equivalent + 2 years experience)
• Mandatory revision by second qualified linguist
• Project management procedures
• Resource management (translators, tools, terminology)
• Technology and tools requirements
• Client-TSP relationship procedures

ISO 9001:2015

Quality Management System

• Customer focus and satisfaction measurement
• Leadership commitment to quality
• Process-based approach
• Continuous improvement methodology
• Evidence-based decision making
• Regular internal and external audits

How Do Translation Agencies Calculate Word Count?

Word count is typically calculated from the source document (the original language) using industry-standard methods. Professional agencies use CAT tools or dedicated software (Apache Tika, custom parsers) to count words automatically. For digital documents (Word, Excel), accuracy is 99%+. For scanned documents or images, OCR (Optical Character Recognition) technology extracts text first, then counts words. Repetitions and Translation Memory matches may qualify for discounts.

Industry Word Count Methods:

Source Word Count

Count words in the original language document. This is the standard method used by 95% of UK agencies. Easier to verify and quote before translation begins.

Repetition Discounts

Some agencies offer discounts for repeated segments within the same document. For example, if a phrase appears 50 times, you might pay full price for the first instance and 50% for repetitions.

Translation Memory Leverage

For returning clients with existing Translation Memory, agencies often discount or offer free translation of 100% matches (previously translated identical segments), 75-95% discounts on fuzzy matches (similar segments), reducing costs by 20-40% on updated documents.

Minimum Charges

Most agencies apply minimum charges (£35-£45) even for documents under the minimum word threshold, as project setup, QA, and certification require fixed effort regardless of document length.

What Happens If My Translation is Rejected?

If an official body (UKVI, university, court) rejects your certified translation, reputable agencies will investigate the reason and provide remedies. Most rejections occur due to formatting issues, missing elements in the certification statement, or incomplete translation of stamps and annotations - not translation accuracy. Professional agencies should offer free reissue if the rejection was due to their error, or guidance on additional legalisation requirements if needed.

Common Rejection Reasons & Solutions:

Missing translator credentials on certification statement

Solution: Reissue with complete translator name, qualifications, and registration details. Free reissue from professional agencies.

Incomplete translation (stamps or seals not translated)

Solution: All visible text including stamps, seals, and handwritten annotations must be translated. Professional agencies verify this during QA.

Notarisation or apostille required (not just certification)

Solution: Some international submissions require additional legalisation. Not a rejection of translation quality - simply requires notary (£180) and/or FCDO apostille (£340-£390).

Document authenticity questioned

Solution: Rarely, authorities question the original document's authenticity (not the translation). May require verification from issuing authority. Translation agency cannot resolve this - it's a document issue.

How Should I Prepare Documents for Translation?

Proper document preparation ensures accurate translation and prevents delays. For scanned documents and photos, quality is critical - text must be clearly legible, stamps fully visible, and pages complete. For digital documents, ensure fonts are embedded, complex formatting is clean, and any editing restrictions are removed. Poor-quality source documents can delay projects by 24-48 hours whilst clarifications are sought.

Best Practices

Scan Resolution: 300 DPI minimum for clear text extraction
Lighting: Even lighting, no shadows or glare on document
Full Document: All pages, including reverse sides with stamps
Colour Scans: For documents with coloured seals/stamps
Straight Alignment: Document parallel to scan edges
File Format: PDF preferred for scans, native format for digital documents
Unprotected Files: Remove password protection and editing restrictions
Embedded Fonts: For PDF files with special fonts

Common Mistakes to Avoid

Blurry Photos: Low-resolution mobile photos make text illegible
Partial Scans: Missing pages or cropped edges
Poor Lighting: Dark scans or washed-out text
Angled Photos: Skewed documents difficult to read accurately
Password Protection: Locked PDFs cannot be processed
Corrupted Files: Test files open correctly before submitting
Mixed Languages: Failing to indicate which language is which
Incomplete Documents: Missing signature pages or certification stamps

What Are UKVI Requirements for Translations?

UK Visas & Immigration (UKVI) has specific requirements for certified translations submitted with visa applications. Documents not in English or Welsh must be accompanied by certified translations meeting Home Office standards. UKVI explicitly states translations must be completed by qualified translators, include certification statements with translator details, and translate all content including stamps and seals. Failure to meet these requirements results in application delays or rejections.

UKVI Mandatory Elements:

1. Complete Translation

Every word must be translated, including stamps, seals, signatures, handwritten notes, and annotations. Untranslated elements will cause rejection.

2. Certification Statement

Signed declaration stating: "I [name], certify that this is an accurate translation of the original document" with date and signature.

3. Translator Credentials

Full name, qualifications (degree, professional membership), and confirmation of competence in both languages.

4. Contact Details

Company name, full address, phone number, and email. UKVI may contact translator to verify authenticity.

5. Professional Presentation

Official letterhead or company stamp, professional formatting matching original document layout.

The Complete UK Translation Guide