A Project Manager’s Guide: How to Write Clear Instructions for Translation Teams

Clear, consistent instructions are the fastest way to protect quality, budget, and timelines in translation projects. This guide shows project managers exactly what to include, what to avoid, and how to package context so linguists can deliver on time with fewer back-and-forths. Interpro pairs standardized templates with human review to ensure every team has what they need before day one.

When managing a translation project, your goal is to set your team up for success. This starts at the very beginning: providing clear and concise instructions that your translation teams can refer to throughout the project life cycle. A proactive approach, anticipating issues before they arise, is always better than a reactive one.

I’m Javiera, a translator currently working as a Project Manager at Interpro Translation Solutions. This dual perspective gives me valuable insight into how to kick off a translation project on the right foot. I’ve received translation instructions and written my own, and I’ve learned a thing or two along the way.

Good instructions can significantly impact the quality of the final deliverable, the efficiency of your team, and overall client satisfaction. I’ve seen projects become more complicated than necessary simply because clear instructions weren’t provided on time.

Why Clear Instructions Matter for Your Translation Team

Imagine this scenario: A client asks your team to localize an eLearning course for onboarding new hires. The company uses its own software to store and share documents. You give your translators instructions that seem solid:

“Please translate this eLearning course, which teaches new hires important aspects of their new job. Take into account cultural nuances of your target language, and use a friendly, somewhat informal tone.”

But there’s one major omission that could affect both quality and deadlines: there’s no mention of how to handle User Interface (UI) elements.

Your translators receive this job and start working immediately. But on day three, they encounter UI elements for the first time. You promised the client you’d deliver the translation in five business days, and you are already on day three. You need to go back to the client to ask whether their software is localized and how they want UI elements handled. 

Then you wait… 

Maybe they’ll respond immediately, or maybe it’ll take all day or even longer.

Now your linguists are anxious because they cannot resume work until this question has been cleared up; you are feeling stressed because the client has not gotten back to you and your whole timeline is compromised due to this one detail being overlooked.

Common Pitfalls in Translation Instructions

Clients are often in a rush, and that urgency trickles down to everyone involved. You try to move quickly, but skipping a proper assessment of the project can be a costly mistake. Even spending just 10–20 minutes crafting clear instructions can save you hours later. It might feel like a delay, but in the grand scheme, it’s time well spent.

One very common mistake when you are in a rush is to send the job without actually reviewing the content yourself. Always look at the material with a translator’s mindset. For example, if the content has references, does the client usually ask you to keep them in English, or should they be localized?

You might know the client well, but your team may not. Providing context is key:

• What does this company do?
• Where are they located?
• What’s their official website?

Never assume your team knows the product, even if it’s well-known. You’re often the main point of contact with the client, so be proactive. If you’re unsure about something, ask the client before passing the job along.

What Exactly you Need to Include in a Great Instruction Set

Here’s a checklist of essential important elements you should consider mentioning in your instructions:

1. General overview: What’s being translated and why?
2. Target audience: Who will read this content?
3. Tone and style: Should it be formal or informal? Technical or marketing-focused?
4. Terminology guidance: Include glossaries, if any, and encourage their use. If certain terms should remain untranslated, provide a “do-not-translate” list.
5. Formatting notes: Do User Interface elements have length constraints? Should placeholders be left as is? Can tags be moved around?
6. Localization rules: Give clear instructions on how to deal with units of measurement, date formats, currencies, etc.
7. Reference materials: Mention any screenshots, previous translations, demos, or other resources you’re providing.
8. Workflow overview: If the project includes Desktop Publishing or Multimedia Localization, especially if the translation team will be performing Quality Assurance later on, let them know the full scope.

Tips for Writing Instructions that Translators Actually Read

• Be concise but complete: Don’t oversimplify, but avoid overwhelming detail. This balance takes practice; don’t be shy! Ask you translators for feedback.
• Use formatting for clarity: Bullet points, bold text, and headings help. Use color sparingly to highlight key points without making the document hard to read.
• Anticipate questions: Have you had issues with translations before? Flag content that has been difficult or has heavy compliance/technical requirements.
• Know your tendencies: If you tend to oversimplify, double-check for missing details. If you’re too wordy, try to say the same with fewer words.

Book a Consultation to Help You Prep for the Translation Process

Not sure where to begin? Need a little more help getting started? Book a call with our team to talk about your translation questions. 

Investing time in a good set of instructions is never time wasted. You’ll give your translation team a clearer path forward, reduce back-and-forth, and improve the final outcome. Clear instructions are a cornerstone of a successful translation project.

Talk to Interpro about your translation & localization plan.

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