File Preparation Checklist: Get Translation-Ready Files Right

Source file preparation is the most commonly under-invested step in localization workflows, yet it has an outsized impact on project outcomes. Poorly prepared source files create downstream problems that compound through translation, DTP, and QA: text trapped in non-editable image layers cannot be translated without reconstruction, inconsistent styling forces DTP operators to manually re-style every paragraph per language, broken links cause missing images in translated output, missing fonts produce typographic substitutions that fail brand standards, and hidden or deleted content that re-appears during format conversions creates confusing artifacts in final output.

Quantifying the impact, our analysis of 10,000+ client projects shows that well-prepared source files localize 20-40% faster and cost 15-30% less than poorly prepared files, with additional benefits in final quality and lower revision cycles. For a typical US$50,000 multilingual DTP project, this represents US$7,500-15,000 in direct cost savings plus several days of timeline reduction. At enterprise scale with multi-million-dollar annual localization spend, disciplined file preparation processes produce cumulative savings well worth the upfront investment in preparation standards, training, and quality gates before files leave the source creation team.

Following are the 12 essential steps that should be completed before any source file is handed to a translation or DTP vendor. Each step takes minutes but prevents hours of downstream rework.

• 1. Save a clean source copy separate from working files
• 2. Embed all fonts into the document file (don't assume vendor has them)
• 3. Update all linked images and graphics to latest versions
• 4. Package the file with all supporting assets (for InDesign: use Package command)
• 5. Remove hidden text, tracked changes, and deleted content that won't appear in final
• 6. Apply paragraph and character styles consistently — no manual formatting
• 7. Remove forced line breaks within paragraphs (use paragraph returns only)
• 8. Mark decorative or non-translatable text (file paths, code, product names) clearly
• 9. Convert text-in-images to live editable text where possible
• 10. Verify correct encoding (UTF-8 for all modern formats)
• 11. Check cross-references, footnotes, and index entries are properly tagged
• 12. Document any intentional layout decisions (fixed-width columns, specific pagination)

Adobe InDesign files benefit most from consistent paragraph and character style application. Avoid manual overrides — styles should define all typography decisions, not direct formatting on individual text runs. Use the Preflight panel to identify missing fonts, broken links, and overset text before handoff. Package files using File > Package to gather all fonts, links, and metadata into a single folder for vendor delivery. Verify that no text is accidentally placed on hidden layers or outside page boundaries, since hidden content can surface during format conversions.

Adobe FrameMaker documents, particularly structured FrameMaker using DITA or custom DTDs, benefit from validation before handoff. Run the Structure View to confirm all elements are valid per the applicable schema. Verify cross-references resolve correctly. Check conditional text settings and ensure the correct conditions are active for your translation scope. For books and large documents, regenerate all tables of contents, lists of figures, and indexes to verify they're current. Share the book file plus all referenced chapter files, graphic files, and the DTD or EDD.

Microsoft Word documents benefit from disciplined style use rather than direct formatting. Avoid tables used purely for layout — they often break badly when text expands. Use Word's Heading 1-6 styles for headings rather than manual bold and sizing. Remove track changes (accept or reject all) before handoff. Clean hidden text and comments that aren't intended for final output. For complex Word documents with lots of tracked revisions, consider producing a clean version as the translation source while keeping the tracked version for reference.

PDF files present special challenges. Always provide editable source files (Word, InDesign, FrameMaker) rather than PDFs when possible — PDFs require reconstruction into editable format before translation can begin, adding cost and time. If only PDF is available, clearly indicate whether it's editable PDF (generated from source) or scanned PDF (requires OCR). For scanned PDFs, identify the original source software if known to inform reconstruction approach. Flag any PDFs with security restrictions, since these complicate OCR and text extraction.