What information is required from the client to process the order most efficiently?

21 April 2022

KLS Agency delivers the full range of translation services: written translation, interpretation, equipment rental for simultaneous interpretation, rental of platforms for online events and technical support. Certainly, KLS project managers carefully process each request by choosing individual approaches to each client and order. However, an equally important factor is information that managers should get from clients to process their orders in the most efficient manner.

What key information should clients give if they request a translation?

• document type: a standard document (a passport, a birth/death/marriage certificate / a document confirming last name change / a driving license / a document on education, etc.) or a text document on any topic (it is important to indicate the exact topic);
• translation language (source and target languages) and the volume of the document;
• whether the document needs to be certified (by a notary or by the translation agency’s stamp);
• the intended use of the document (the institution the document will be submitted to) and extra suggestions (for example, whether translation needs to be reviewed before its certification or the desired format of the final translated document);
• materials and data for translators: reference materials, previous translations, the spelling of names and surnames, institutions, etc.

What key information should clients give to a project manager if they request an interpretation?

• interpretation type: consecutive or simultaneous interpretation, whispered interpreting;
• interpretation languages;
• the format of the event (conference, meeting, personal accompaniment, guide) and its topic;
• date and place of the event, address (city, street, building);
• start and end time / total duration of the event;
• dress code requirements for the event, other requirements (gender, cultural, etc.) for the interpreter;
• availability of additional materials (for the interpreter, for a preliminary review);
• if simultaneous interpretation is required, the need for simultaneous interpretation equipment should be specified.

If the rental of equipment for simultaneous interpretation is ordered, it is important to inform the project manager of the following:

• date and place of the event;
• event format (a conference, workshop, press conference, presentation, round table);
• start and end time / total duration of the event;
• number of headphones with receivers;
• the type of interpretation booth (tabletop or Euro standard booth);
• seating pattern in the room (U-shape, cabaret-style, theatre style);
• seating pattern for the presidium (an ordinary table, chairs or sofas without tables, Davos style panel);
• whether sound support is required / not required in the room (there may already be speakers and microphones in the room);
• the number of microphones for the public and panellists;
• any additional services required (video recording/streaming, soundtrack recording, a projector screen, round table microphones, etc.).

If it is an online conference, then it is important to inform the project manager, apart from the language and interpretation type, of the following:

• whether it is a wholly online or a hybrid (some participants are in the room and some online) event;
• date, duration and format (conference or webinar) of the event;
• whether the client has their own account on platforms (Zoom, KUDO) and whether it should be used;
• number of participants;
• suggestions as to the operator’s work (authorization to make technical announcements, the language of such announcements, etc.);
• whether an audio/video recording of the event or its broadcast on YouTube or Facebook is required.

For a more detailed consultation, please leave your request in the chat, in messengers, send it to our e-mail at office@kls.in.ua or call us by phone.