GTE Localize

How To Translate A Document Fast

Posted by Chloe G. on April 16, 2023.

When it comes to translating a document fast, there are several choices available to you. Depending on your budget and the importance of the document, you may choose to use an online translation tool, hire a professional translator, or rely on a translation agency. Each option comes with its own advantages and disadvantages, making it a challenging decision to make. Ultimately, the deciding factor depends on your specific needs, budget, and requirements.

In this article, we will show each of these options in detail and provide some tips to translate a document fast.

Use an online translation tool

how to translate a document fast 1

One of the most convenient and cost-effective ways to translate a document is to use an online translation tool. There are many free tools available on the internet, such as Google Translate and DeepL, that can translate your document quickly and easily. All you need to do is copy and paste the text into the tool and select the target language.

While online translation tools are fast and convenient, they are not always accurate. The quality of the translation can vary depending on the complexity of the text and the language pair involved. Machine translation also struggles with nuances, idiomatic expressions, and cultural references that may not make sense in the target language.

If you decide to use an online translation tool, there are some steps you can take to ensure the best possible results. First, break the text into small sections and translate them one at a time. This will help the tool process the text more accurately. Second, double-check the translation by using another tool or consulting a bilingual friend. Finally, be prepared to do some editing to fix any errors or awkward phrasing.

Since translation tools often are not accurate, you should choose to use translators or translation agencies to translate a document fast.


Hire a professional translator

how to translate a document fast 2

If you have a more complex document that requires a higher level of accuracy, hiring a skilled translator to translate a document may be the best option. Professional translators are trained to translate documents accurately and efficiently, taking into account the nuances of the language and the cultural context. They can also provide additional services such as proofreading, editing, and formatting.

When choosing a professional translator to translate a document, it is important to find someone with experience in your field and expertise in the target language. Ask for references and samples of their work, and be sure to negotiate a fair price and timeline for the project.


  • Affordability – Freelance translators work independently with minimal overhead costs, making their services usually more economical than those of translation agencies.
  • Time-saving – Hiring a freelance translator allows you to bypass intermediary steps, such as contacting a salesperson or project manager and waiting for them to forward your request to the appropriate translators. You can directly communicate with the freelance translator for any changes or adjustments to your translation project, saving valuable time. To enable communication between you and freelance translators, consider using Calendar SharePoint, as translators can mark their availability on the calendar by creating events or appointments for the time slots they are free to work.


  • Workload – Freelance translators often have multiple clients and may be working on other projects, so completing a large translation project may not be possible within a short timeframe.
  • Quality – Freelance translators may not offer certifications or quality guarantees, making it challenging to trust their work’s quality. However, many freelancers possess expertise and experience in understanding documents, making them capable of delivering quality work.


Rely on a translation agency

how to translate a document fast 3

Another option is to rely on a translation agency to manage the translation process for you. Translation agencies have teams of professional translators and project managers who can handle large and complex translation projects. They can also provide additional services such as desktop publishing, localization, and quality assurance.

When choosing a good translation agency to translate a document, look for one that specializes in your industry and has a proven track record of delivering high-quality translations. Ask for references and case studies, and be sure to clarify the scope of the project, the timeline, and the pricing structure. A good translation agency will work closely with you to ensure that your document is translated accurately and meets your requirements.


  • A diverse range of services – Professional translation agencies offer a comprehensive suite of services, including translation, editing, proofreading, Desktop Publishing (DTP), Linguistic Quality Assessment (LQA), Language Sign-off (LSO), and more. They can work with a variety of documents across industries such as Medical, Engineering, IT, Software, Tourism, and any field requiring translation.
  • Capacity for large projects – translation companies are ideal for large-volume translation projects, as they have the resources and capabilities to handle ongoing projects while meeting current translation requirements. They can ensure the timely delivery of completed projects, regardless of size.
  • Multilingual capabilities – Translation companies can source skilled human resources to meet diverse language requirements, as opposed to freelancers who may only specialize in 1 or 2 language pairs.
  • CAT ToolsCAT tools with Translation Memory (TM) features enable translators to reduce the time and cost required to re-translate identical text or terms while maintaining document consistency.


  • Higher cost – Translation companies incur expenses in areas such as management, software, training, planning, and human resources, which can result in higher translation fees compared to hiring a freelance translator.
  • Communication barriers – In translation agencies, clients and linguists do not communicate directly. Instead, Project Managers (PMs) act as intermediaries, communicating customer needs and requirements to translators and providing feedback from both sides. Urgent changes may require waiting for PMs’ responses, which could impact project progress.

Which Translation Choice is Right for Your Projects?

how to translate a document fast 4

The modern world is filled with small and medium enterprises, which face the challenge of selling goods and implementing effective marketing programs. According to US statistics, 60% of business failures are due to marketing failures. Thus, the problem of translating content from the original text to a second language is crucial for many businesses. When choosing a translation service to translate a document, consider the following factors:

  • Project complexity: Translated documents can range from simple to complex, requiring specialized precision. Translation agencies have professionally trained and methodical teams that not only translate languages but also choose words suitable for context, consider local cultural references and influences, and possess various other skills.
  • Budget: Freelance translators are a better fit for small businesses with limited budgets or those who don’t require high-quality translations. If your business or project requires professionalism and reliability, a translation company’s quality of translation needs no further discussion.
  • Time: Working with freelancers can be challenging and risky as they juggle tasks from many clients. A reputable translation organization can guarantee the progress and quality of your translation project.
  • Human Resources: Translation companies can build a team of translators for different specialties and provide them with special support tools and requirements to translate a document. Conversely, managing various freelancers for these projects can be difficult.


Wrap up

Making a decision on the right translation partner to translate a document can be a daunting task. We hope our comparison above has helped you make an informed decision. Once you have chosen the type of translation partner to work with, it is time to consider how to test their abilities. Check out our step-by-step guide for testing your translation partner. Best of luck with your upcoming projects!

how to translate a document fast cta

While you are here, why not explore GTE Localize’s translation services? As one of the best translation companies on GoodFirms, GTE Localize has an extensive network of experienced and native linguists who can handle a broad range of content, including life sciences, marketing, legal, business, IT, manufacturing, etc.

Talk to our localization experts and kick off your projects today!