The end of a translation job is not the sending of the file but the complete delivery of the package. The package contains not only the translated text but also the records that make it usable. An incomplete package makes even a flawless translation arguable.
Components of the package
The delivery package contains the translation file, the file list, the translator's notes and, if needed, the declaration. Each component answers a particular question. A missing component leaves that question unanswered.
Delivery letter
The delivery letter states in writing the scope of the job, the files delivered and any limits. This letter prevents most of the questions that arise later. It is kept short but complete.
Writing down the scope
Which documents were translated and which remained out of scope is listed plainly. Leaving the out-of-scope ones unmentioned is taken for a gap. The list is written clearly.
File list
Every file delivered is listed with its name and its counterpart. The recipient checks against this list. In bulk jobs the list is compulsory.
List of notes
Illegible fields, contradictions and points that need explanation are gathered in a single list. This list shows the limit of the translation. The client decides accordingly.
Translator's declaration
If needed, the declaration is added to the package and what it covers is written plainly. The declaration covers the conformity of the translation, not the content of the document. The distinction is indicated.
Version information
Which version was worked from is written on delivery and can be compared with the original. This record prevents confusion later. The information is not skipped.
File format
The format of the delivery files is produced according to the client's expectation. The expectation is asked about at the start of the job. A wrong format means producing the files again.
Editable copy
If the client is going to go on working on it, an editable copy is given as well. It is verified that the two files carry the same content. If there is a difference, confusion arises.
Return of original documents
If a physical document was received, it is returned together with the delivery and this is put on record. A return record may be signed by the parties. The record is kept.
Sending channel
Confidential files are sent through protected channels and the password is passed on separately. The choice of channel is agreed at the start of the job. Any change is subject to written approval.
File size
Large packages may be rejected by the recipient's system, and this causes delay. The size limit is found out in advance. If necessary the package is split.
Package structure
The package is put together with the folder structure kept and is not turned into a flat pile. The structure shows the relationship between the documents. The recipient expects this structure.
Confirmation of delivery
It is confirmed that the package has reached the recipient, and this confirmation is put on record. Taking it as sent does not mean that it has been delivered. Confirmation is requested.
Feedback period
The client has a period for review and feedback, and this period is defined in the contract. At the end of the period the job counts as completed. The definition is made from the outset.
Correction requests
Correction requests received after delivery are assessed according to whether they are in or out of scope. The scope definition is the basis of this assessment. The decision is given in writing.
Archive copy
A copy of the delivered package is kept in the archive, and the same state can be produced later. The archive record bears a date and a version. The retention period is defined in the contract.
Delivery check
Before the package is sent the list is compared exactly with the content, and the files are tested by opening them. A corrupted or missing file makes the whole job worthless. The check is not skipped.