“Here is the latest version. There are only a few changes.” For a freelance translator, that message does not establish which file to work from next. Before resuming, identify the reference source, what has changed and the expected deliverable. You can then propose a clear next step instead of combining two different states of the catalogue.
The following case is fictional. File names and quantities illustrate the decisions involved; they are not evidence from a DocBunker client project.
Tuesday’s PDF feedback meets Thursday’s revised spreadsheet
A translator is preparing the English version of a French catalogue. The client supplied catalogue-FR-v1.xlsx, with references and descriptions for 40 products. A PDF shows the layout. The agreed delivery date relates to that source and scope.
On Tuesday, the marketing manager returns the annotated PDF, asking for two shorter headings and clarifying terminology for a product range. On Thursday, the product manager uploads catalogue-FR-v2.xlsx: three descriptions have changed and two product references have been added. The message only mentions “a few corrections”.
The translator now needs to separate PDF style requests, changes to the French text and additional products. Applying the annotations without clarifying this could produce a translation that matches the wrong source.
Ask what the new file replaces
The most recent file does not necessarily cancel all earlier instructions. Ask whether the spreadsheet replaces the whole source, whether the PDF annotations still apply and who can confirm the answer on behalf of the client’s team.
For this catalogue, a short restart note could identify:
- Reference source:
catalogue-FR-v2.xlsx, “Products” worksheet. - Instructions retained: product-range terminology and shorter headings requested on Tuesday.
- Changes to examine: descriptions for P014, P018 and P027; additions P041 and P042.
- Proposed deliverable: an English spreadsheet corresponding to v2, followed by a layout review if that is part of the assignment.
These identifiers are illustrative. Naming products is more useful than “the three rows in the middle”: the client may have moved rows between files. Ask whether there are deletions to account for too.
Assess the revision before confirming the deadline
Compare the new source with the version you are working from using the methods your tool supports. A revised description may require translation and terminology checks; a shorter heading requires a wording decision. These are not necessarily the same tasks.
If you use a computer-assisted translation tool, consult its source-update workflow. For example, memoQ’s reimport documentation describes reimporting an existing document from a new file. That technical action does not establish which changes the client wants included.
Keep an identified working copy before resuming, examine the differences and agree on scope and timing. If the request goes beyond the original plan, propose an adjustment before promising the initial delivery date. This is project organization advice, not a profession-wide pricing rule.
A reply that lets the client make a decision
I have received catalogue-FR-v2.xlsx. Before continuing, please confirm that it replaces v1 and that Tuesday’s PDF instructions still apply. I have identified three revised descriptions and two new product references to check. After that review, I will confirm the additional work and delivery timing. The proposed delivery is an English spreadsheet based on v2; the layout review still needs to be agreed.
This separates receiving a file from committing to the work. It gives the client a specific question and explains what you will confirm next.
For one word correction in an identified file, an email exchange may be enough. A common folder becomes useful when several people supply sources, instructions and feedback over the course of the project.
Keep project documents together; translate in your translation tool
A DocBunker folder can gather the source spreadsheet, annotated PDF and client comments. The client accesses it through a link without creating an account. In your restart comment, name the file and product references concerned. Our page on document sharing for freelancers illustrates this use.
DocBunker does not compare source files, merge changes or replace your translation tool. It does not decide which instruction takes priority. Anyone holding an active link can use it: choose recipients, and remember that closing the link does not retrieve downloaded copies.
At delivery, state the correspondence: catalogue-EN-source-v2.xlsx translates catalogue-FR-v2.xlsx, following the confirmed instructions. Request explicit feedback on that deliverable. Our article on email feedback and folder comments covers that stage.
