Poll: How do you handle clients who send uneditable files? Thread poster: ProZ.com Staff
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This forum topic is for the discussion of the poll question "How do you handle clients who send uneditable files?".
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Ricardo Aries 
Indonesië
Local time: 14:13
Member (2020)
uit Engels in Indonesies
+ ...
| My Workflow for Charging File Prep Surcharges | Aug 17 |
When I receive non-editable files from clients—like flattened PDFs, low-res scans, or image files—I always explain that converting them into a workable format requires an extra layer of technical preparation. Depending on the document's condition, this involves running high-accuracy OCR, manually transcribing degraded or handwritten sections, and performing Desktop Publishing (DTP) to ensure the target layout, tables, and branding match the original. Because of the extra time and technical e... See more When I receive non-editable files from clients—like flattened PDFs, low-res scans, or image files—I always explain that converting them into a workable format requires an extra layer of technical preparation. Depending on the document's condition, this involves running high-accuracy OCR, manually transcribing degraded or handwritten sections, and performing Desktop Publishing (DTP) to ensure the target layout, tables, and branding match the original. Because of the extra time and technical effort involved, I apply a modest file-preparation or DTP surcharge on top of standard translation rates. To give clients flexibility, I typically offer two options: a full layout reconstruction so the final deliverable looks identical to the original file, or a simplified dual-column format with bracketed placeholders (e.g., [Stamp], [Signature]) for a lower formatting fee. ▲ Collapse
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Thayenga
Duitsland
Local time: 09:13
Member (2009)
uit Engels in Duits
+ ...
I politely ask for an edible copy and inform them that, should one not be available, there will be a surcharge. Usually, this does the trick, especially when I send them a page converted via OCR which hardly ever renders a clean copy. Or I never hear from them again - which could be considered my win.
[Edited at 2026-08-17 14:44 GMT]
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| I say thank you and.. | Aug 17 |
I say thank you and translate the document as I always have. I started translating from curly thermal paper faxes in the early 90s, so I have no problem working with a "non-editable" text and I do not add a surcharge.
[Edited at 2026-08-17 14:36 GMT]
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| I’m always happy to receive them. | Aug 17 |
I handle these documents just like any others.
In fact, I don’t mind receiving them at all; quite the opposite.
To be honest, I usually see them as a very good sign, so I’m always happy to receive them.
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The years I spent working as a sworn translator in Belgium were an excellent training ground for learning how to decipher documents – many of them handwritten, and some almost indecipherable. After that, any non-editable file seems straightforward. Bring them on…
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Poll: How do you handle clients who send uneditable files?
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