biuro tłumaczeń

Tender translation services

Tender documentation | International tenders

Tender translation services

You’re wondering how to participate in an international tender? The procedure looks basically the same as in Poland. Firstly, find the tender you’re interested in and download the complete tender documentation. Then, check the information included in the bidding and learn if you qualify under the set up requirements. If you do, you can start assembling documents required for participating in a particular tender. At this point, international bid starts to differ from a bid in Poland, because the documentation requires translation into the language specified by the organizer of the tender. To do that, you can order the translation of tender documentation. 

Translating tender documents is a translation service that combines professionalism, discretion and fast processing time. If you need a translation, our team of experts in finance translations guarantess detailed translation for tenders that include the specific character of your bid. No matter the date, our fast processing time will let you focus on what’s most important –  winning the bid. 

Obraz z młotkiem sędziowskim i pieniędzmu, który ma symbolizować tłumaczenie dokumentacji przetargowej

Our services of translating original tender documents is more than just the simple translation type – it is a guarantee of effectiveness. Thanks to our specialists in finance translations, Your documents will be precise and translated in an understandable way, ensuring the full discretion. With us, You don’t need to worry about fast completion time – we always keep the promised deadlines. 

You want to order translation of tender documentation and win the bid. Our services of translation of tender documentation is what You need. Professional translation of documentation, fast completion times, full discretion –  we offer it all. Moreover, our experienced team of specialists in finance translations will guarantee precise translation of bid documents. 

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Translation of tender documents combined with the DTP service

Tender documentation often contains technical drawing, illustrations, infographics or folders presenting achievements of a given company and recommendations from clients and contractors. 

Translation of tender documentation, combined with the DTP (Desktop Publishing) service, is a key element in the international bidding processes and projects of a global range. It contains translation of not only content, but also their appropriate formating, adapting to the cultural and language norms, as well as visual presentation, which is very important for the efficient communicate. 

DTP (Desktop Publishing) service in translation consists in adapting the translated content to the appropriate format and graphic layout in order to mainatin integrity and esthetics of documents in the target language. It is an important step in the translation process, especially in translating documents containing graphics, tables, diagrams or special formating of text. 

DTP service can contain following actions:

  1. Formating of the text: DTP service consists in adapting the translated texts to the original layout of the page, including the font, paragraph style, margins and indendations.

  2. Including graphics: Translated documents often contain drawings, photos and other graphics. DTP service includes putting these elements in their appropriate places on the page. 

  3. Tables and charts: If the document contains tables, charts or diagrams, DTP translator works on their formating and translating the descriptions and labels. 

  4. Visual correction: DTP translator checks if all the elements of the document look correctly and if there’s no visual mistakes. 

Combined, translation of tender documents and DTP service are a complex solution that helps companies compete in the international market, ensuring professional and consistent documentation no matter the language or region. It is an investition in the company’s success, making it possible to efficiently participate in the international bids and build trust of clients all around the world. 

Translation process
  1. To place an order, click the “Order translation” button, which will move you to the form. 

  2. Fill the required data in the form, such as Your name, surname, e-mail address, phone number, source and target language, and add documents you want to have translated. 

  3. After filling in the form, click the “Send” button. 

  4. We will contact You to specify details and price. 

  5. After accepting our offer, we start the translation process of your documents according to the specified schedule. 

  6. After completing the translation, you’ll receive the translated documents to the provided address. 

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The highest quality of translation is so obvious for us that we do not put in among our advantages. In case of translating tender documentation, translations are usually drafted by the sworn translators from the Ministry of Justice’s list.

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Tender Translation Services

How to participate in an international bid?

You’re wondering how to participate in an international bid? The procedure looks basically the same as in Poland. Firstly, find the tender you’re interested in and download the complete tender documentation. Then, check the information included in the bidding and learn if you qualify under the set up requirements. If you do, you can start assembling documents required for participating in a particular tender. At this point, international bid starts to differ from a bid in Poland. Bid organizer for sure will require translation of tender documentation in the official language of a given country or to a language specified by the organizer. To do that, You can order translation of bid documentation. 

What documents You need to translate to participate in a bid?

Usually, You need to translate the following:

  • Instruments of Incorporation of the Company or other forms of business activity. 

  • financial results of the firm

  • documented experienced in a given field

  • other documentation that may be illustrated with photos or technical drawings

In case of international tender documentation, the original document must be translating in full into the foreign language required by the organizers of the bid. You should learn what documents absolutely have to be translated by a sworn translator, and which don’t. In all the documents containing drawings or graphics, our team of graphic designers can reproduce the graphic layout within the DTP. 

What is the cost of translating tender documents?

The cost of translating any tender documents depends on different factors, such as the lenght of the text and complicated content. If You want to learn how much the translation may cost, choose the Linguaforum translation office. As the best translation office, we provide free estimate of documents. After sending us the documents, You’ll receive an offer the very same day. We offer competitive and lump sum prices without surprises. Translation will cost You the exact amount we provided in the estimate. 

How does the process of translating bid documentation look like?

    1. Consultation and evaluation of requirements: Firstly, contact us and present the crucial requirements of Your order regarding the correct tender translation. During the consulation, we will discuss the details, such as the type of bid documents, source and target languages, completion and delivery date, as well as eventual special requirements regarding the terminology. 

    2. Choosing the translator and the team: Based on the presented requirements, range of translation and area, we will choose an appropriate translator or translation team who have experience and knowledge in tenders and know the specifics of this area. 

    3. Preparation and the analysis of documents: Before making the translation, we will analyze the bidding documents with regard to specialist terminology and context. If there are some ambiguities or missing information, we will ask You for clarification. 

    4. Translation: While beginning to translate Your tender documents, our experienced translators pay special attention to the integrity of terminology and understanding of the translation. 

    5. Quality Control: After completing the translation of any bid documents, quality control is being carried out. During this control, any grammatical and punctuation mistakes are being checked, as well as the integrity of content between different documents. 

    6. Certification and Legalization: Check if some of the documents don’t require legalization. Read here about the legalization process

    7. Delivering the translation: After completing the technical translation process of the documents, the translation will be delivered to You according to the specified date and format. Original documents will be send to You via courier package, parcel locker or directly to the firm that organizes the bid. 

    8. Monitoring the schedule: Remember to monitor the schedule of the bid. Being late even by a minute closes the door to participate in the bid. 

In what situations it is necessary to translate bid documentation?

It is necessary to translate tender documentation in different cases, especially if the tender is about to have an international or multilingual character, and the participants use many languages. Below, You can find the most frequent situations where it is required to translate bid documentation:

  1. International tenders: If the tender is announced on the international arena in which participate firms and institutions from different countries, the documentation is often translated to languages commonly used by potential participants. It ensures the participants of equal access to information and eliminates the language barriers. 

  2. Multilingual National Tenders: In some countries, where different national or regional languages are the official languages, tender documentation is being translated into these languages to make it possible for different language groups to participate. 

  3. Legal and Regulatory requirements: In some jurisdictions, there are laws or regulations that impose the obligation to translate bid documentation into specific languages. In such cases, tenders must be organized according to the local regulations. 

  4. Contract requirements: In international contracts or multilanguage projects, where the bid documentation becomes part of the contract, professional translation of the documents into languages applicable within the contract may be required. 

  5. Facilitating the communication: Translation of the documents facilitates the communication between the tender parties, ensuring understanding of the content. It is especially important in case of bids regarding complicated projects or areas where the specialist terminology is crucial. 

  6. Equal Access Rule: The main goal of technical translation of the tender documentation is ensuring that all potential participants have equal chances and access to full information no matter the language they use daily.

It’s worth noting that the necessity of translating the required bid documentation can differ depending on the local laws and requirements of a particular bid. This is why it’s so important to check if there is an obligation to add the translation in a specific case. 

What documents should be translated for a bid?

Type of the bid documents may differ depending on the type of the tender, area or requirements of the bid organizers. Original documents that usually have to be translated for a bid include:

  1. Incorporation of the Company or other forms of business acitivity: Such documents may include the statute of the firm, Instrument of Incorporation, registration certificates and other documents that confirm the legal status of the enterprise.

  2. Financial results of the company: Valuable financial information, such as balance sheets, profit and loss statements, financial reports and other documents that may be crucial for evaluating the financial capacity of the company. 

  3. Documented experience in a given area: If the tender requires documenting the experience of the firm in a given area, documentation that confirms iti, such as references, recommendation letters, descriptions of previous projects, should also be translated. 

  4. Other documentation: Apart from the aforementioned documents, tender documentation may include specific documents issued in relation to the project or the bid itself. Such documents may be technical specifications, plans, reports, regulatory documents and many more. 

Participating in the international bid includes the obligation to translate business documents into the language specified by the organizers of the bid. Some of the original documents may be required to be translated by a sworn translation, especially if these documents are official or legally require authorization. 

If the documents include drawings, graphics or other graphic elements that must be kept in the translation, our team of DTP (Desktop Publishing) graphic designers can reproduce the graphic and visual layout of the documents in the translation. 

Final range of documents that are subject to translation depends on the specific requirements of the bid and regulations of a given jurisdiction. It’s important to make Yourself known with the tender documentation in order to specify which documents undergo services of a translation office and what are eventual requirements regarding sworn translation of bid documents. 

What does the tender documentation consists of?

Bid documentation containts different elements that are necessary to carry out the tender in clear, honest and complying with the current regulations way. Here are the basic components of the tender documentation:

  1. Announcing the Tender (Tender request or Tender announcement): It contains the basic information, such as the objective of the bid, deadlines, conditions of participating and the method of bidding. 

  2. Rules of a tender (Terms and Condition of a tender): This document specifies the detailed rules, procedures and conditions that will take effect during the tender. It includes information on the method of bidding, criteria of evalutaion, deadlines and other important regulations. 

  3. Technical specification: This part of bid documentation includes detailes technical description or specifications regarding products, services or projects that are subject to a bid. In a technical specification, one determines conditions, parameters and standards that the vendors have to comply with. 

  4. Conditions of the Contract (Contract project): This document consists of basic conditions that will be included in the contract with the vendor after finishing the bid. It may include, for example, price, delivery dates, payment conditions and other crucial sections of the contract. 

  5. Bid form: It’s a document that the vendors fill in in order to bid. It includes detailes of the offer, such as the price, delivery conditions, dates and other information required by the tender organizer. 

  6. Criteria of evaluation: Tender documentation specifies criteria based on which the offers will be evaluated. It can be price, quality, technical, financial or other criteria. These criteria help the bid organizer choose the best offer. 

  7. Explanation form (FAQ): The organizer of the bid can share the form in which the vendors can ask questions or ask for additional explanation regarding the tener documentation. Answers to these questions can be shared with all of the bid participants.

  8. Formal documents: It can be documents such as declaration of meeting the specified conditions, references, copies of register or insurance documents that confirm vendor’s ability to participate in the bid. 

  9. Timetable: Bid documentation can include the timetable presenting the crucial data, such as the date of bidding, announcing the results and signing the contract. 

  10. Instructions for the participants: Bid documentation may include detailed instructions for the participants regarding the procedure of bidding, the necessary documents and procedures of communication with the tender organizer.

In case of bid documentation, these elements are its base, which is essential for clear and honest execution of bidding process and signing a contract with the chosen vendor. For each tender, there may be additional documentation of elements that depend on specific field, type of products or services, as well as local law. 

What are the advantages of using the services of sworn translator in case of specialized bid documentation?

Translation drafted by a sworn translator has many advantages in case of specialized bid documentation. First and foremost, sworn translators are professionalists, who have certification and are authorized to draft translations of official character. It means that the translation are legally valid and can be accepted in public offices, government institutions and courts. 

In case of specialist bid documentation that often includes industry-specific and technical terminology, sworn translators have appropriate knowledge and experience in a given field. It ensures precision and attention to detail in the translation, which is crucial in tenders where incorrect or ambiguous translations can cause serious problems. 

Moreover, translation drafted by a sworn translator is often secured from eventual changes and manipulations, which is important in case of tender documents that must be credible and unchanging. 

In short, using the sworn translator’s services in case of specialist tender documentation ensures not only legality and credibility, but also professionalism and attention to detail which can be crucial in the bidding process.