Sometimes the biggest challenge isn’t the words, it’s the file.
A client recently sent over a set of PowerPoint files for translation. On the surface, it looked straightforward: a familiar format, a clear brief, a reasonable deadline. But when we opened the files, it became clear that several slides were not editable. The text was embedded in images, locked in place, or otherwise inaccessible to standard translation tools.
What had looked like a simple request quickly became a structured, multi-stage process.
First, the text had to be extracted manually from the non-editable slides: a time-consuming step that required careful attention to make sure nothing was missed. Then the slides themselves needed to be rebuilt in an editable format, replicating the original design as closely as possible. Only at that point could the actual translation begin. Once the content was translated, the layout and formatting had to be reapplied across every slide, accounting for text expansion and any design adjustments needed to accommodate the new language. Finally, a full quality check was carried out before delivery.
This is something that many clients – and even some providers – don’t fully account for when scoping a project. Translation is not always just about converting words from one language to another. It frequently involves design, formatting, and reconstruction work, and the file format can play a much bigger role in the overall process than anyone initially expects.
This is why I always ask to see the source files before providing a quote. Understanding what we are actually working with is the only way to give an accurate timeline, a fair price, and a realistic plan, and to avoid surprises on both sides.