An upcoming international tender could prove highly beneficial for your company, but there’s one detail that caught you off guard: one of the requirements is to translate the tender documentation and you don’t know where to start. Sound familiar? Don’t worry, your situation is more common than you think.
To help ensure that your company can submit its proposal by the required deadline, BigTranslation has prepared a comprehensive article explaining what a public tender is, when you need to translate your documents and which types of paperwork should be translated by a human translator.
Let’s define the term: what is a public tender?
To make sure we’re on the same page, let’s clarify the terminology. A tender is a public procurement process whereby a public authority issues a call for bids to provide a specific public service. Any company operating within the relevant sector can apply, provided it meets all the requirements outlined in the tender specifications.
While there is a common belief that public services are awarded to the highest bidder, this is not entirely true. Other factors besides the proposed price are taken into account, such as the quality of the company’s work and its financial standing.
When should a tender be translated?
Now let’s address the main issue: when is it necessary to translate tender documents? This type of procurement process is common in many countries around the world. In your own country, translation isn’t usually necessary for obvious reasons. However, if you’re submitting a bid for a tender abroad, translation becomes essential.
The answer is therefore quite straightforward: tenders need to be translated when the documentation is to be submitted in a country that speaks a different language. It is very important (almost crucial) to work with a translation agency that employs native professionals specialising in the relevant sector who understand the technical terminology and can accurately convey your company’s message.
Taking a gamble with a non-professional or automatic translation could result in you losing the tender, wasting the time and effort spent preparing and submitting the paperwork, and incurring financial costs. Based on our experience, we would advise you not to take the risk.
The paperwork: what documents do I need to translate to participate in the tender?
If your company is interested in a tender in another country, it’s time to start the translation process. Although each tender is different and it is important to find out exactly which documents are required, you will generally be asked for two types of documents: administrative and technical.
Translating legal and administrative documents
These are the documents that prove your company’s legal existence, financial standing, economic solvency and technical capacity, among other things. Examples include articles of incorporation, annual accounts, employment contracts, and professional qualifications.
Important! Many of these documents require a sworn translation, meaning they must be translated, signed and stamped by a sworn translator according to the official process in the country where they will be presented. BigTranslation’s blog features a post with information about sworn translations, which will give you an idea of the types of documents that require this service. Check it out!
Translating technical documents
Your project proposal must include a variety of documents relating to the service you intend to provide. These may include the written proposal itself, summaries of past projects, blueprints, timelines, certificates of satisfactory performance, and much more besides. All documents must be accurately translated into the language or languages specified in the tender.
Although this type of document usually doesn’t require a sworn translation, if you want to maximise your company’s chances of being selected by the relevant public authority, it is essential that it is translated by a professional native speaker who specialises in technical translation.
Do I have to translate the tender documents?
No, it’s not necessary to translate the tender documents, as these documents are merely informative and you or someone you trust can read them in the original language. However, we recommend translating them to ensure that the tender requirements and the documents to be submitted are completely clear.
Get a quote for translating your tender documents in 5 minutes
We know that the process of applying for a tender can be time-consuming. BigTranslation doesn’t want to extend the process any further than necessary. With our instant quote tool, you can find out how much it will cost to translate your tender documentation in under 5 minutes. It’s quick and easy — just what you need right now!