Are you ever unsure about sending documents across languages? A Translation Letter Sample can be a helpful tool! It’s essentially a template or example you can use to write a letter requesting a translation or to provide information about a document needing translation. This guide will walk you through the basics and give you some ready-to-use examples.
Why Use a Translation Letter Sample?
Sometimes you need a document translated, or you need to explain why a translated document is being provided. Using a good Translation Letter Sample can help you in a few ways:
- It makes sure you include all the necessary information.
- It helps you sound professional and clear.
- It saves you time, since you don’t have to start from scratch every time.
There are many situations where you might need a translation letter. It is important to have this in your communication toolkit because clear communication is key in international business, education, and personal situations. Consider these scenarios:
- Submitting documents to a foreign university.
- Applying for a job in another country.
- Communicating with a client who speaks a different language.
Here’s a simple table showing some common scenarios:
| Scenario | Purpose of the Letter |
|---|---|
| Immigration application | To provide translated documents for visa or residency applications. |
| Legal proceedings | To submit translated legal documents. |
| Business communication | To introduce a translated contract or proposal. |
Requesting a Translation Quote
Subject: Translation Quote Request – [Your Company Name] – [Document Name]
Dear [Translator/Translation Agency Name],
My name is [Your Name] and I am [Your Job Title] at [Your Company Name]. We require a translation of the following document:
- Document Name: [Document Name]
- Source Language: [Original Language]
- Target Language: [Target Language]
- Word Count (if known): [Number]
- Deadline: [Desired Delivery Date]
Could you please provide us with a quote for this translation, including the cost per word/page, the estimated turnaround time, and your preferred payment method? Please also let us know if you require the original document in a specific format (e.g., Word document, PDF). We would also like information on your company’s or translator’s experience with [industry] documentation.
Thank you for your time and we look forward to hearing from you soon.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Submitting a Translated Document for Verification
Subject: Submission of Translated Document – [Document Name] – [Your Name]
Dear [Recipient Name/Department],
Please find attached a translated copy of the document titled “[Document Name].” The original document was in [Original Language] and the translation is into [Target Language]. The translation was performed by [Translator Name/Translation Agency] and [if applicable, mention if it’s a certified translation].
Please let us know if you require any further information or clarification.
Thank you for your time.
Sincerely,
[Your Name]
[Your Title]
[Your Contact Information]
Introducing a Translated Contract
Subject: Introduction of Translated Contract – [Contract Name] – [Your Company Name]
Dear [Client Name/Contact Person],
Please find attached a translated copy of the contract entitled “[Contract Name]”. The original contract was written in [Original Language]. The attached document is a translation into [Target Language] for your convenience and ease of review.
We have ensured the translation is accurate and reflects the original terms. Please review the translated version at your earliest convenience. The original English version is also included if you need to reference it. Feel free to reach out if you have any questions.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Explaining Why a Document Was Translated
Subject: Explanation for Translation – [Document Name]
Dear [Recipient Name/Department],
This letter explains why we’ve provided a translated version of the document “[Document Name]”. The original document was written in [Original Language]. We’ve provided a translation into [Target Language] to ensure clear communication with [Recipient Name/Recipient’s Company or Purpose – e.g., our Italian-speaking partners, the client, etc.].
The translated version should provide a comprehensive understanding of the information contained in the original document. The translation was performed by [Translator Name/Translation Agency or if a certified translation, include that information].
Should you require any further clarification, please do not hesitate to contact us.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Notifying of a Translated Report
Subject: Notification: Translated Report – [Report Name]
Dear [Recipient Name/Department],
We would like to inform you that the report titled “[Report Name]” has been translated into [Target Language]. The original report was written in [Original Language].
The translated version of the report is attached. Please review this translated report. If you need a copy of the original English version for reference, you can find that attached as well.
If you have any questions, please contact us.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Providing Information About a Translated Certificate
Subject: Translated Certificate – [Certificate Type] – [Your Name]
Dear [Recipient Name/Department],
I am providing a translated copy of my [Certificate Type] certificate for your records. The original certificate is in [Original Language], and the translated copy is in [Target Language].
The translation was completed by [Translator Name/Translation Agency or if a certified translation, include that information]. The purpose of this translation is to provide you with a certified copy of the document.
Please do not hesitate to contact me if you have any questions.
Sincerely,
[Your Name]
[Your Contact Information]
In conclusion, using a well-crafted **Translation Letter Sample** is crucial to make sure your communication is clear, professional, and effective. By providing information like the original language, the target language, who did the translation, and the purpose of the document, you can ensure your message is understood. The examples above are a great starting point for a variety of situations. Good luck!