Translation process

When clients entrust us with their translation projects, we follow a standardized process to ensure smooth project execution and high-quality translation deliverables.

1. Project Assessment: Prior to accepting a translation project, we evaluate its content, subject area, complexity, and delivery deadline to allocate suitable translators and resources.

2. Planning: Based on the project assessment, we develop a detailed translation plan covering translator assignment, timeline, and quality control measures to guarantee on-time delivery.

3. Resource Allocation: We assign highly experienced translators with matching professional expertise according to the project’s specific requirements and field. Our translators not only have excellent linguistic skills but also in-depth knowledge of relevant industries, ensuring accurate and professional translations.

4. Professional Translation: Translators commence work in accordance with project requirements and the established plan. Throughout the process, they strictly adhere to translation standards and guidelines, focusing on terminological accuracy and linguistic fluency. Dedicated quality checks are also conducted to maintain consistent and reliable translation quality.

5. Proofreading & Review: Upon completion of the translation, professional editors and proofreaders review the text to ensure grammatical correctness, clear expression, and conformity with target language conventions.

6. Final Check & Approval: After proofreading and review, a final verification is performed to ensure the accuracy and completeness of the translation. Only documents that pass this final check are delivered to the client.

7. Project Delivery: Upon finishing all translation and review procedures, we deliver the translated documents in the format and manner specified by the client, ensuring full satisfaction with the results.

Through the above process, we are able to provide clients with high-quality, professional, and accurate translation services that meet their needs across various industries and scenarios.

Business Engagement Process

All business at Xinhua Translation Agency is handled uniformly by the Customer Service Department, arranged centrally by the Project Department, and carried out specifically by various project teams of the Translation Department and supporting divisions.

1. Consultation & Negotiation: For interpretation services, clients shall provide requirements including language combination, number of interpreters, gender, duration, content, as well as accommodation and transportation arrangements. Both parties shall confirm personnel, pricing, meeting arrangements and other details. For translation services, clients shall specify language combination, volume, content, deadline, purpose and quality requirements. If an in-person meeting is not possible, the original document may be sent via fax or email for difficulty assessment, and both parties shall confirm pricing, deadline and other terms.

2. Contract Signing: After reaching a cooperation intention, unless for short-term interpretation or small-volume translation projects, both parties shall sign a written translation engagement contract to clarify respective rights and obligations. A confidentiality agreement shall also be signed for projects requiring special confidentiality.

3. Deposit: Upon confirmation or contract signing, the client shall pay a translation deposit of 30% to 60% (performance bond). For small projects under 1,000 yuan, full advance payment is generally required. In principle, formal translation or interpreter arrangement shall commence only after the deposit is received. We shall not be liable for translation delays or late delivery caused by the client’s delayed deposit payment.

4. Execution: For interpretation, interpreters shall arrive at the designated venue on time and provide services as required. For translation, suitable translators or project teams will be assigned based on content and volume. Close communication shall be maintained during the process for timely revisions, additions, deletions, clarification of ambiguities and difficulties, and adjustment of progress if necessary. Larger projects are generally managed directly by the head office except for small assignments.

5. Settlement: The client shall settle the full translation fee before collecting the translated document or upon completion of interpretation. For phased projects, deliverables shall be provided proportionally against payments received. Financial approval procedures are recommended to be completed in advance, and invoices may be issued early if necessary. Clients may pay by cash, electronic remittance or bank card transfer.

6. Invoicing: As a formal translation company, we provide official tax invoices for all translation fees. For clients making payments via remittance or bank transfer, invoices will be sent by express delivery upon provision of invoice title and mailing address.

■ After payment and delivery, we continue to undertake obligations including revising, adding or deleting translated content as requested by the client, and correcting proofreading and typesetting errors. We maintain a complete after-sales service system.

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