Reaching the milestone of translating over 1,000 documents has been both humbling and rewarding. As a professional document translator specialising in Chinese-to-English translations, I’ve worked on a wide range of documents, including academic certificates, transcripts, marriage certificates, and bank statements.
In this post, I want to share 10 invaluable lessons I’ve learnt along the way, which I hope will be helpful to my fellow translators—or even to end clients.
1. If in Doubt, Look It Up!!!
When you’ve translated SO many documents in your career, many of which are very similar, it’s easy to fall into the trap of complacency. It’s tempting to think: ah, I’ve seen this before! But as I explained in a previous article, one recent project reminded me just how dangerous this mindset can be. While translating an otherwise standard academic certificate, I came across the country 斯威士兰 (pronounced “si-wei-si-lan” in Mandarin) for the first time. My initial instinct was to translate it as “Swaziland,” but something told me to double-check. Thank goodness I did, because this country is now officially known as Eswatini. This experience reinforced the importance of fact-checking, no matter how confident you feel—it’s always better to be safe than sorry.
2. Honour the Individual Behind the Translation
Let’s face it—documents meant for “officialdom” aren’t always the most exciting things to translate. After you’ve worked on dozens, or in my case, hundreds (now over 1,000!), they can feel repetitive. But it’s easy to forget that every document represents a person’s journey, dreams, or accomplishments.
This point really hit home recently when, within the space of an hour, two graduation diplomas landed in my inbox. Both were from individuals—now in their 30s—who hailed from Bangladesh and had graduated from the same Chinese university on the same day. It made me pause and reflect on their shared story and the tiny but meaningful role I played in helping them pursue their dreams. While I’ve always approached my work with professionalism, I now try to consciously honour the individuals behind each “mundane” document by treating their translations with the utmost care.
3. Triple-Check Dates
Even when I make every effort to ensure my translations are perfect on the first go, clients sometimes come back pointing out a typo. In 90% of cases, it’s related to dates! It’s SO easy to mistype “2007” as “2017” or vice versa.
Taiwanese documents add another layer of complexity because their Minguo dates must be converted into the Gregorian format. A small mistake here can have significant repercussions or cause frustrating delays. After 1,000+ documents, I’ve developed the habit of not just double-checking but triple-checking every single date. Those extra 30 seconds are always worth it.
4. Pay Special Attention to Names
Names can be tricky—especially Chinese ones. I always check whether the client prefers the Surname + Given Name format (common in Chinese) or the Western Given Name + Surname format. I also check if the receiving authority has specific requirements for formatting names.
Getting this right isn’t just about avoiding revisions—it demonstrates professionalism and prevents unnecessary delays for the client.
5. Build a Glossary
Over time, I’ve developed a personal glossary for commonly used terms and phrases in specific types of documents. It not only saves time but also ensures consistency across multiple projects for the same receiving authority.
For example, many academic certificates include the term “来华留学本科毕业生.” ECFMG (Educational Commission for Foreign Medical Graduates) explicitly told one of my clients it should be translated as “International Student Graduated from An Undergraduate Program in China.” Adding this to my glossary means I don’t have to think twice—and it guarantees the client’s documents won’t be rejected due to a mistranslation. Glossaries take effort to build but are 100% worth it.
6. Stay Up-to-Date with Guidelines
Different institutions often have specific requirements for translations. For example, the ECFMG has detailed guidelines for medical documents. Keeping up with these ensures your translations meet their standards, avoiding unnecessary amendments and saving time for everyone involved.
7. Ask Questions and Seek Clarifications
As a new translator (or, honestly, when you’re new to any profession), asking for clarifications can feel daunting. You might worry about looking unprofessional. But over time, I’ve learnt that asking the right questions is one of the best things you can do for everyone involved.
I used to torture myself trying to decipher completely illegible handwritten text—text that looked like it was written by someone holding the pen after drinking a litre of Maotai liquor. One day, I decided to ask the agency to request a typed version from the client. To my surprise, the client sent it over within an hour! Since then, I’ve learnt not to feel bad about asking for clarification. It’s not a sign of weakness—it’s a sign of professionalism.
8. Account for Formatting in Quotes
Some documents take far longer to process than others, and formatting is often the reason. Academic transcripts, for instance, require much more formatting than a standard degree certificate.
As translators, it’s important to value our time and submit quotes that reflect the work required. This isn’t just fair to us—it’s better for the client, too, because they get a high-quality translation when enough time is allocated to the job.
9. Implement Amendment Requests Promptly
While most of my translations are accepted without issue, there are inevitably cases where amendments are requested. These often involve time-sensitive applications, like visa or university submissions.
I’ve learnt the importance of replying to amendment requests promptly and making changes quickly—ideally on the same day. This builds trust with agencies and clients and ensures you stay on their “good list,” leading to more work in the future.
10. Be Confident in Your Expertise
Clients sometimes request changes that go against established guidelines or best practices. It's important to bear in mind that while many of my clients are medical professionals, they may not be proficient in Chinese and could misunderstand the source text.
While I’m always open to feedback, I’ve learnt the importance of pushing back—politely—when necessary. It’s my responsibility to explain my reasoning and back it up with evidence, like referencing official guidelines. Being confident in your expertise reassures the client and protects the integrity of the translation.
Final Thoughts
These 10 lessons have shaped my approach to translation and given me a deeper appreciation for the profession. I hope they resonate with fellow translators and provide clients with a better understanding of what goes into our work.
Have you learnt any valuable lessons in your translation career? Share them in the comments—I’d love to hear your experiences!
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