In corporate jobs most disagreements arise not over quality but over scope: the client thinks something is included, the contractor thinks it is not. This possibility disappears when the scope is defined in writing and in both directions. In other words, what will not be done is written down just as much as what will be done.
A two-way definition
The scope lists not only what will be done but also what is deliberately left out. A one-way list is always read as incomplete. The two directions are written together.
Sections to be translated
Which documents and which sections will be translated is stated at page or heading level. A vague statement is later remembered in two different ways. The definition is made concrete.
Out of scope sections
The annexes and sections that will not be translated are written down explicitly and the reason is stated briefly. A section passed over in silence is taken for an omission. Transparency builds trust.
Defining the language pair
The source and target languages and, if there is one, the target market are stated. Different markets of the same language may call for different choices. This distinction is discussed at the outset.
Form of delivery
The file format in which the translation will be delivered is part of the scope. An editable delivery requires separate effort. The expectation is written down.
Layout work
Whether the page layout will be preserved is decided separately and makes a considerable difference in time. In documents containing images this item grows. It appears explicitly in the scope.
Text inside images
Whether the text in diagrams and charts will be translated is made clear. Redrawing is a separate job. The decision is obtained in writing.
Declaration and certification steps
Whether a translator's declaration, a stamp or subsequent certification steps are required is stated. These steps lengthen the turnaround. The expectation is learned at the outset.
Revision and proofreading
Which review steps will be applied is defined in the scope. The number of steps determines both the turnaround and the level of assurance. The definition is made explicit.
Client review
Whether the client will be able to review the text, and for how long, is included in planning. The review period affects the delivery date. The period is written down.
Number of correction rounds
How many correction rounds are in scope is determined, and it is not unlimited. An expectation of unlimited corrections blurs the definition of the job. The number is written down.
Handling out of scope requests
New requests that arrive during the job are assessed separately and require a fresh agreement. Accepting them silently upsets the plan. The process is explained at the outset.
Managing changes of scope
If the scope changes, turnaround and cost are recalculated and approved in writing. A record of the change is kept. The record later serves as a basis.
Avoiding vague wording
Wording such as "if necessary" or "as deemed appropriate" leaves the scope vague. Measurable definitions are used in place of such wording. Clarity protects both parties.
Writing down the assumptions
If the quote rests on particular assumptions, these are written down explicitly. If an assumption does not hold, the scope is discussed again. Transparency prevents surprises.
Approval of the scope document
The written scope is approved by the client, and the job starts after this approval. A job started without approval has no basis. The approval is recorded.
Passing the scope on to the team
The team that will do the work cannot do the right job without knowing the scope. The definition is shared with the team. Sharing it is part of starting the job.
The next step
Once the scope is approved, the quote is prepared and a turnaround commitment is given. A quote without a scope is a guess. The order is kept.