5 Must-Have Steps to Proofreading Translations

Eilon Gueler

April 10 , 2023 · 5 min

Proofreading is a key part of the writing process. When you’re dealing with professional translations, it’s even more important. However, proofreading translated documents isn’t as straightforward as looking for stray punctuation marks or grammatical errors. An experienced proofreader needs to be proficient with both the original and target language to ensure the final text is accurate.

Although proofreading translated documents adds another step to project timelines, it’s as vital as the editing process itself. Most professional translation services bridge the editing and proofreading stages of a project, resulting in expedited workflows and more accurate final results.

Editing and proofreading: What’s the difference?

Editing and proofreading are both important parts of the overall editing process. However, in the case of translating documents, these two editing steps come into play at different times. Once a professional linguist has taken care of the translation itself, the editing process can begin.

Before it’s time to proofread a document, an editor will check the work to identify any writing issues. An editor will look to ensure that the language within the text is clear by evaluating the style, structure, and word choice of the text. In short, it’s down to an editor to improve the tone of the text and enhance the readability of the final translation.

Once an editor has worked their magic, translation proofreading comes into play. When proofreading a document, a professional will check for any major inconsistencies with the text. Furthermore, a proofreader will flag any issues with spelling, grammar, punctuation, and even formatting.

Edit and proofreading best practices

Editing and proofreading a translation isn’t always a straightforward process. However, you can make life easier by investing in professional translation services. In most cases, a project manager will take ownership of a translation project. Once a project manager has been assigned, a translator will be selected, along with an editor and proofreader.

In the case of larger projects, multiple translators may be required to adapt the content for new languages. All members should be fully briefed about the project, while translators are expected to carry out minor edits to their work before a final draft is delivered to an editor.

First steps for an editor

Once a translated document has been received by an editor, they’ll need to review the document. This ensures that the translated text is well-structured and accessible. Furthermore, an editor will ensure that the translator has adhered to the requirements laid out in the original brief.

Any statistics or references mentioned in the text will need to be cited. An editor also needs to ensure that the text is consistent and aligns closely with the original purpose of the text itself.

Text and paragraph structure

As with any text, an editor should determine whether or not the translated document has a strong introduction and conclusion. A solid introduction should introduce the purpose of the text clearly. Furthermore, all additional paragraphs should add value and relate directly to the core topic. For longer pieces, smooth transitions are vital for ensuring cohesion and improving readability.

Paragraph structure is also important. A consistent structure should be followed, with each paragraph being introduced with a sentence that outlines any new topic that will be discussed. Each paragraph should bring unique value to the overall text. As such, an editor needs to check to ensure each paragraph contains sufficient detail. Similarly, any superfluous sentences should be removed.

5 steps to proofreading translations documents

Proofreading translated documents should only occur once the editing process has been completed. In the case of translation proofreading, this is the last step in the overall editing process. An experienced proofreader will scour a text for any issues an editor might have missed. In short, proofreading content involves giving a text a final polish before a professional translation is completed.

Although proofreading largely involves looking for surface-level errors, it’s a vital part of the overall editing process. To make the process as streamlined as possible, proofreaders should follow a few steps.

1. Avoid distractions

This may seem like an obvious one, but a proofreader must carry out their work in a quiet and distraction-free environment. Remember, a proofreader is looking for fairly specific errors like poor sentence construction and grammar issues an editor might have missed.

2. Step back and take a break

To maintain focus, it’s important to take regular breaks. Most people can only remain focused for around 20 minutes before their concentration begins to drift. When handling longer documents like technical translations, it’s even more essential to commit to regular breaks. Just a few minutes away from a screen is all it takes to refresh the brain and regain focus.

3. Use the read-aloud method

Even the best proofreader can miss grammatical errors and spelling mistakes from time to time. A good way to spot these errors is to read the text aloud. When you proofread a document out loud, instances of bad grammar become more obvious. To make life easier, proofreaders can turn to text-to-speech generators when completing assignments.

4. Leave some time before completing a final review

Rather than jumping straight into a final review, it’s best to leave some breathing room before signing off on a translation. If a proofreader is tight on time, a few hours should be sufficient to provide a fresh perspective. Ideally, a proofreader should return to a document the following day before completing a final review of the text.

5. Ask an unbiased third party to proof your work

Sometimes, even the most experienced proofreader misses something. An easy way of spotlighting any remaining errors is to ask someone else to carry out a final check of a document. To avoid any conflict of interest, choose an unbiased third party to carry out this final review.

Who is responsible for proofreading a translation?

To deliver the best possible results, a second linguist is required to perform editing and proofreading of translations. Using a professional translator is vital as it ensures any errors missed by the first translator are spotted and corrected.

Being able to edit and proofread and translate a text isn’t an easy task. A translator may need to make many amendments to phrasing and word usage but still needs to avoid making unnecessary changes based on personal writing style.

Does proofreading add to a translation timeline?

Although proofreading does add to the average timeline for a translation, it’s an invaluable investment. As a general rule, you’ll need to allow an extra 1-2 days for every 10,000 words that require translation.

Talk to us about professional editing and proofreading services today

Struggling to keep on top of translation projects and meet urgent deadlines? BLEND’s editing and proofreading services can help you deliver first-rate translation results that will have your clients coming back time and again. Just add editing and proofreading to your project order before checkout to leverage our professional network of linguists. Our services are available in more than 120 languages, with our extensive network of certified language professionals ready and waiting to help you deliver the results you need.

Get in touch for a free quote today.