How to write a perfect brief for your translation partner 

Whether you’re translating IFUs, regulatory dossiers, or digital content, your translation partner is only as effective as the brief they receive. And yet, many companies, especially those new to medical translation, underestimate this crucial step.  

A well-crafted brief doesn’t just streamline the process; it safeguards accuracy, compliance, and timelines, especially for large-scale or high-risk projects. 
 
Here’s how to ensure your brief sets your translation partner (and your project) up for success. 

1. Define the context and purpose of the content 

A translation company needs to know more than just words, they need to understand why they’re translating and for whom. 
 
Key points to include: 
– The type of document (IFU, clinical trial protocol, marketing material, patient consent form, etc.) 
– Intended audience (patients, caregivers, healthcare professionals, regulators) 
– Usage setting (hospital, home care, digital app, printed material) 
– Tone of voice (formal, instructional, accessible, empathetic) 
 
Example: A diabetes IFU for pediatric home use requires a very different tone and clarity level than a surgical tool manual used by physicians. 

2. Clarify source content status and version control 

Don’t assume your translation team knows what’s “final.” Ambiguity in source files can lead to incorrect or outdated content being translated. 
 
Include: 
– The version number or date of the source file 
– Confirmation that this version is approved for translation 
– Information about prior translations (if any) 
 
Tip: Avoid sending “working drafts.” Only send source files that are validated internally. 

3. Specify languages and regional variants 

Language codes alone can’t tell the full story. A clear list of required target languages, with regional specifications, is essential for compliance and user comprehension. 
 
Be specific: 
– Spanish (Spain) vs. Spanish (Mexico) 
– Portuguese (Portugal) vs. Portuguese (Brazil) 
– French (France) vs. French (Canada) 
 
Tip: For MDR or pharma projects, national requirements often mandate specific variants, getting this wrong can result in costly rework or even regulatory rejection. 

Professional advice: A reputable language service provider (LSP) will always ask you to confirm the regional variants before starting the project. If they don’t, that’s a red flag. Clarifying this early helps avoid delays, unnecessary revisions, or incorrect language versions. 

Extra layer of quality: You can also request that your translation provider selects translators who are not only native speakers but also based in the target country. In-country experts bring valuable insight into cultural nuances, local healthcare terminology, and usage preferences that may impact comprehension or compliance. 

4. Provide reference materials and terminology 

Even the best linguists can’t guess your internal language preferences. The more context and references you provide, the more accurate and aligned your translation will be. 
 
Helpful materials include: 

• Past approved translations
• Brand or terminology guidelines 
• Regulatory glossaries 
• Product datasheets 
• Visuals or screenshots (especially for UI strings)
• Live demo of your product 

Bonus: Share any “do not translate” terms, abbreviations, or product codes to avoid inconsistencies. 

5. Flag any formatting or layout requirements 

For printed IFUs, packaging, or multilingual leaflets, layout can’t be an afterthought. If your translated files need to follow strict DTP (desktop publishing) standards, include these expectations early. 
 
Important to note: 
– Do you need editable files or print-ready PDFs? 
– Should layout match a specific template or regulatory format? 
– Will translated text be reimported into software (e.g., XML, JSON)? 
 
Tip: Let your translation partner know if special file formats or character limits apply. Keep in mind that this step can add extra time, so be sure to account for it when calculating your project timeline. 

6. Plan for in-app or in-context review (for software and apps) 

When translating software or app interfaces, verifying translations inside the live environment is crucial. Text that fits in English may overflow or become truncated in other languages like German, Italian, or French. 
 
Why it matters: 
– Different languages expand or contract (German often adds 30% more characters) 
– Some languages need special formatting (e.g., right-to-left for Arabic) 
– UI layout may break if space constraints aren’t respected 
 
Best practice: 
– Include a round of in-app review or provide staging access for linguists or reviewers 
– Ask your translation partner to deliver character-limited versions if space is fixed 
– Allow for text expansion during development to avoid redesigns 
 
Tip: Let your translation company know early if character limits or design constraints apply, they can adjust the translation strategy accordingly. 

7. Align on review and approval process 

Clarity on who approves the translation, especially when reviewers are internal stakeholders or local affiliates, can prevent bottlenecks and last-minute surprises. 

Include: 

• Names and roles of reviewers 

• Languages they are responsible for 

• Deadlines for each review stage 

• Whether back translation or validation is required 

Tip: Ask if your translation company can help coordinate in-country reviews or provide bilingual files for faster validation. 

A professional translation company will typically use a Translation Management System (TMS) that allows live client feedback during the translation phase. This feature is extremely valuable: reviewers can insert feedback in real time, and translators can apply changes immediately, before the project is finalised. This not only avoids rework but ensures that preferences and terminology are consistently applied across the entire document. 

Pro tip: Choose a provider that uses one of the most performant and collaborative TMS platforms on the market, it makes a significant difference in quality, speed, and transparency. 

8. Define your timeline and budget constraints 

Being transparent about deadlines allows your translation team to allocate the right resources and avoid rush fees or last-minute chaos. 

Mention: 

• Desired delivery date 

• Whether phased delivery is acceptable (e.g., English > French first, then other languages) 

• If translation is part of a broader regulatory or product launch timeline 

Tip: Large multilingual projects often benefit from a pilot phase or staggered rollout, mention this if applicable. 

9. Clarify whether you expect human or AI-assisted translation 

As AI translation tools become more common, it’s essential to define your expectations upfront. Not all content types are suitable for AI, and results can vary dramatically depending on the language pair, subject matter, and risk level. 

If you’re considering AI-assisted translation: 

• Let your translation partner know in advance so the right tools and workflows can be chosen 

• Request a small-scale test or pilot to assess whether the quality meets your standards 

• Confirm that a professional translator will post-edit the AI output to ensure it is accurate, compliant, and aligned with your tone 

Transparency is key: Any use of AI should be clearly discussed with the client before the project begins. A reputable translation provider will always be open about their methods and involve you in defining the process. 

Best practice: Collaborate with your translation partner to find the right balance between speed, cost, and quality. For regulated or high-risk content, human translation or hybrid workflows with strict review steps are usually the safest route. 

Tip: A professional translation partner will use AI tools that guarantee data privacy and do not train their engine with your content. If you’re concerned about confidentiality or compliance (e.g., GDPR or HIPAA), this is non-negotiable. 

A checklist to share with your team 

To simplify internal coordination, here’s a quick checklist to prepare before kicking off your next translation: 

✅ Final version of the source content 
✅ Target languages with regional specifications 
✅ Purpose and target audience 
✅ Glossaries or reference materials 
✅ Formatting and layout expectations 
✅ In-app or in-context review needs (for software/app translations) 
✅ Internal reviewers and validation process 
✅ Delivery timeline and priority level 
✅ Clarify if human or AI-assisted translation is expected (and if AI, confirm pilot, review process, and privacy requirements)  

Why this matters more than ever in regulated industries 

In life sciences, MedTech, and pharma, translation isn’t a cosmetic step, it’s a regulatory requirement. An unclear brief can lead to incorrect dosages, unreadable IFUs, additional costs, delayed market entry, or non-compliance with EU MDR, IVDR, or FDA guidelines. 

At Novalins, we help our clients avoid those risks through structured brief templates, pre-project consultations, and a team trained in both language and regulation. 

Need help preparing your next translation brief? 
Our team can provide tailored brief templates and walk you through the process step by step, especially useful if you’re new to multilingual compliance or managing complex product rollouts. 

Contact us to get started or request a sample brief template.