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Poll: How do you handle clients who send uneditable files?
Thread poster: ProZ.com Staff
ProZ.com Staff
ProZ.com Staff
SITE STAFF
Aug 16

This forum topic is for the discussion of the poll question "How do you handle clients who send uneditable files?".

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Ricardo Aries
Ricardo Aries  Identity Verified
Indonesia
Local time: 13:23
Member (2020)
Ingiriisi to Indonesian
+ ...
My Workflow for Charging File Prep Surcharges Aug 17

When I receive non-editable files from clients—like flattened PDFs, low-res scans, or image files—I always explain that converting them into a workable format requires an extra layer of technical preparation. Depending on the document's condition, this involves running high-accuracy OCR, manually transcribing degraded or handwritten sections, and performing Desktop Publishing (DTP) to ensure the target layout, tables, and branding match the original. Because of the extra time and technical e... See more
When I receive non-editable files from clients—like flattened PDFs, low-res scans, or image files—I always explain that converting them into a workable format requires an extra layer of technical preparation. Depending on the document's condition, this involves running high-accuracy OCR, manually transcribing degraded or handwritten sections, and performing Desktop Publishing (DTP) to ensure the target layout, tables, and branding match the original. Because of the extra time and technical effort involved, I apply a modest file-preparation or DTP surcharge on top of standard translation rates. To give clients flexibility, I typically offer two options: a full layout reconstruction so the final deliverable looks identical to the original file, or a simplified dual-column format with bracketed placeholders (e.g., [Stamp], [Signature]) for a lower formatting fee. ▲ Collapse
 
Thayenga
Thayenga  Identity Verified
Germany
Local time: 08:23
Member (2009)
Ingiriisi to German
+ ...
Other Aug 17

I politely ask for an edible copy and inform them that, should one not be available, there will be a surcharge. Usually, this does the trick, especially when I send them a page converted via OCR which hardly ever renders a clean copy. Or I never hear from them again - which could be considered my win.

[Edited at 2026-08-17 14:44 GMT]

WolfgangS
Christine Andersen
Alexandra Speirs
Maria Laura Curzi
María Domínguez Camba
 
Jeff Whittaker
Jeff Whittaker  Identity Verified
United States
Spanish to Ingiriisi
+ ...
I say thank you and.. Aug 17

I say thank you and translate the document as I always have. I started translating from curly thermal paper faxes in the early 90s, so I have no problem working with a "non-editable" text and I do not add a surcharge.

[Edited at 2026-08-17 14:36 GMT]

Aisha Maniar
Maria Teresa Borges de Almeida
 
expressisverbis
expressisverbis
Portugal
Local time: 07:23
Ingiriisi to Portuguese
+ ...
I’m always happy to receive them. Aug 17

I handle these documents just like any others.
In fact, I don’t mind receiving them at all; quite the opposite.
To be honest, I usually see them as a very good sign, so I’m always happy to receive them.

Maria Teresa Borges de Almeida
 
Maria Teresa Borges de Almeida
Maria Teresa Borges de Almeida  Identity Verified
Portugal
Local time: 07:23
Member (2007)
Ingiriisi to Portuguese
+ ...
N/A Aug 17

The years I spent working as a sworn translator in Belgium were an excellent training ground for learning how to decipher documents – many of them handwritten, and some almost indecipherable. After that, any non-editable file seems straightforward. Bring them on…

expressisverbis
María Domínguez Camba
 
Daryo
Daryo
Local time: 07:23
Serbiyaan to Ingiriisi
+ ...
Why on earth would you ever want Aug 18

to have an 'editable source text'???

Since when translators are in the business of 'editing' the source text?

By 'uneditable files' you meant to say a source text that is not presented as a file directly computer-readable as 'text'?

IOW a file that is not directly interpreted by your word processing software as [more or less formatted] 'text'? Like sending you a picture of the text? Or just a plain paper document - that you will never be allo... See more
to have an 'editable source text'???

Since when translators are in the business of 'editing' the source text?

By 'uneditable files' you meant to say a source text that is not presented as a file directly computer-readable as 'text'?

IOW a file that is not directly interpreted by your word processing software as [more or less formatted] 'text'? Like sending you a picture of the text? Or just a plain paper document - that you will never be allowed to 'edit' in any shape or form?

At most, all you would ever need is to be able to copy the source text in a 'text format' acceptable for whichever software you're using NOT to 'edit it' in any way.

Getting the basics right in poll questions might be a good starting point ... ▲ Collapse


María Domínguez Camba
 


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Poll: How do you handle clients who send uneditable files?






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