- Remember to allow for translation in your schedule. If you need both language versions of a text for the same date, make sure you leave enough time for translation. Delivery times are normally 5 working days for texts of 2,000 word or less and 10 working days for 2,000-10,000 words. Also add a couple of working days for administration (preparing material, placing the order etc.).
- Avoid manual formatting. Always use a document template. Manual formatting, such as using tabs to create a table, will cause problems when the text is translated. A translated text is rarely the same length as the original - it can be longer or shorter. Important not least for printed matter.
- Use plain language. Adapt content and style to the target group, keep it short and simple. Use specialist terminology in a consistent manner. Avoid puns, metaphors and hard-to-translate cultural references.
- Separate text and graphics. Illustrations such as charts and tables are helpful, but avoid mixing graphics and text. It is better to use symbols and make a separate, editable legend.
- Be prepared to answer questions on the content. A translator is an expert in transmitting a message in a linguistically correct and idiomatic way. They are not subject-matter experts like yourself. If you have useful reference material, such as a text or a link to a good-quality website in the target language, you can enclose that as a reference.
At SLU, we use Swedish and English in parallel used. This means that a lot of the information we produce needs to be translated. On this page, you will find information on how to order translations and how you can best prepare your text for translation.
According to the Swedish Language Act, Swedish is the principal language of Sweden. All bodies that perform tasks in the public sector - and that includes SLU - have an obligation to provide information in Swedish. Swedish is normally used for administrative matters at SLU.
English is needed for communcation, dissemination of knowledge and to attract staff and students from outside Sweden.
English is also needed in-house. Students and staff who do not speak Swedish need access to information in they need in a language they understand. A lot of the information we produce needs to be translated. Read more about what information needs to be available in both languages.
Shorter texts intended for all of SLU/all staff/all students/everyone at an SLU location can often be translated in-house. For other translation needs, there is a national framework agreement. Read more below, and then contact the language coordinator if you have any questions.
Ordering in-house translations
If your target group is everyone at SLU (or everyone at one of SLU's campuses, all staff or all students etc.) and the text is not too long, your text can usually be translated in-house. For other translation needs, there is a national framework agreement.
Please keep the following in mind when you send a request for translation:
- Use an explanatory subject line. A subject like 'Translation of action plan for X Unit' is better than just 'Translation'.
- Always state when the translation is needed for. Give a date, do not just write "as soon as possible". The more time you can allow for translation, the more likely it is we can help you.
- Enclose the text for translation as an email attachment, not as part of the email message itself.
Before you send a request, please read the information under Sending a text for translation below.
Ordering translations under the framework agreement
If we cannot translate your text in-house, you can order translation under the national framework agreement for language services.
Please note that we cannot assist individual researchers or doctoral students who need to use the framework agreement.
Ordering from the framework agreement
You will find more detailed information at avropa.se (in Swedish only).
For translation services, the suppliers are ranked which means you have to contact supplier no 1 first. This applies for general texts as well as texts on economics/business and law, provided the text is 10,000 words or shorter.
For all other subject areas, and for texts longer than 10,000 words, re-opened competition applies. This means that you must contact all three framework suppliers and ask for a quote before you place your order. Send the text to be translated together with the following information:
- When you need the translation back.
- When you need the supplier's quote (allow at least 24 hours).
- Short description of the subject (text for the web, instruction, presentation or something else?) and the target group.
- The criteria you will apply when selecting a supplier - is e.g. price more important than delivery date?
The three framework suppliers for translation between English and Swedish are:
- Semantix: firstname.lastname@example.org
- CBG: email@example.com
- Space 360: firstname.lastname@example.org
- For all other languages, see avropa.se (in Swedish only).
Send your request to all three suppliers. Once you have received their quotes and chosen a supplier, you can send a purchase order from Proceedo. If you are not a Proceedo user, ask a colleague who is for help sending the purchase order.
Get help ordering from the framework agreement
If the unit placing an order is an administrative division, department or collaborative centre, and that unit is also the intended audience, we can (workload permitting) assist you with ordering from the framework agreement.
In such cases, we prioritise orders where similar texts have been translated before, such as a faculty strategy based on the SLU strategy, as we can then re-use existing translations, a procedure that saves both time and money.
- Send your text to the language coordinator. See Sending a text for translation.
- Make sure you include information on when you need the translation and who the target group is. Also, include a Palette id for the invoice. You will get a quote by email before the order is placed.
Delivery times under the framework agreement are 5 working days for texts shorter than 2,000 words and 10 working days for texts between 2,000 and 10,000 words. Some time is also needed for preparation and administration.
- When a supplier has been booked, you will get an email informing you about this. You then send a purchase order from the Proceedo e-purchasing system. You will get the details you need for the order from the language coordinator.
We are happy to help you order under the framework agreement as this gives us a better picture of the demand for translations. We can also advise you on how to prepare material for translations, which can sometimes save both time and money.
Sending a text for translation
Please read the instructions below before sending a text for translation.
- Send only editable formats such as Word, Excel and Powerpoint.
- Make sure you send the final version. Translation is charged per word, so changing the scope will affect the price. Making small changes once the translation work has started is costly and time-consuming.
- If you need translation of web pages, contact the language coordinator for advice on how to prepare the text for translation.
- Check that all text is editable - if the document includes e.g. a chart created from a linked Excel file and the file contains translatable text, send the Excel file as well.
- If your document contains illustrations with text, the translator will normally provide these translations in a separate file and you then edit the illustrations yourself. Editing of illustrations/images is available as an option and charged separately per hour.
Five steps to a successful translation project