SOWA TRANSLATIONS HOUSE wishes to make it as easy for you to use our services as possible. We hope the following answers to the frequently asked questions will clear any doubts you may have.
All goods and services are priced according to specific units of measurement such as weight, number of items, duration, etc.
In the case of translations, the unit of measurement is not based on the number of printed pages or the page size, i.e. paper format (e.g. A4) of the source text, as each page usually contains a variable amount of text, which can be characterised by various font size, line spacing and margins. A specified volume of text, the so-called settlement page, or a specified number of words are the relevant translation units.
In the case of ordinary translations, SOWA TRANSLATIONS HOUSE uses a settlement page of 1600 characters with spaces, whereas in the case of certified translations the figure is 1125 characters with spaces (as set by the applicable law). Characters include letters, numerals, punctuation marks, spaces, etc. One must remember that the final settlement is based on the volume of text in the target language, i.e. following the translation process. In the case of electronic documents in editable formats, e.g. MS Word, the number of characters of the entire document is easy to identify with the Word Count function. If a document cannot be edited or is a hard copy, the volume of text included in the document is estimated.
Number of words
This appraisal option is available only in the case of electronic documents in editable form, e.g. MS Word files. The number of words in the entire document can be easily verified using the Word Count function. In such a case, a rate for translation of a single source word is determined regardless of the number of characters in each word. In contrast to the appraisal method based on the number of settlement pages of text in the target language, the one based on the number of words in the source text makes it possible to accurately identify the cost of translation before the service is rendered.
Calculation of the translation cost
The basis for calculation of the service cost is the volume of translated text expressed in the number of settlement pages or words.
If “1600 characters with spaces” option has been selected, the number of settlement pages is calculated as follows: if the translated document consists of e.g. 50,000 characters with spaces and each settlement page consists of 1600 characters with spaces, the total number of characters is divided by 1600 in order to accurately determine the number of settlement pages. In such a case, 50,000/1600 = 31.25 pages. The number of pages is always rounded up to half (0.5) a page. Therefore, in the above-mentioned example, the volume of the translated text would be 31.5 settlement pages.
In the case of certified translations, the number of settlement pages is calculated by dividing the total number of characters by 1125, and the minimal settlement volume of text is always rounded up to a full page. By following these principles, we calculate that for a text of 50,000 characters, the number of settlement pages of a certified translation is 44.44, which subsequently is rounded up to 45 pages. If the price is based on the number of words, the cost of the whole translation is calculated by multiplying the number of words in the text by the word rate applicable to a given language.
In addition to the volume of text, the translation cost also depends on the following: language pair (source and target language), subject matter and the level of expertise required as well as the mode of translation.
An ordinary translation can take any form: e.g. a printout or a soft copy, whereas a sworn translation must be printed out and must be stamped with the seal of office of a translator authorised by the Ministry of Justice to prepare sworn translations.
The type of translation depends on the purpose to be served by the document. Prior to placing a translation order, one should first of all answer the following question: what is the intended use of the translation? For example, in the event of an ordinary letter or any other document for private use, an ordinary translation will suffice. By contrast, in the case of official documents such as an excerpt from the National Court Register, vehicle documents, a university graduation diploma, a marriage/birth certificate, etc. to be submitted to relevant authorities, it is usually required to provide a certified translation.
Thanks to experience gained in the translation business over a number of years, we know that the volume of text after translation differs from the source text in terms of the number of both words and characters. This phenomenon results, among others, from the fact that particular words carrying the same meaning in various languages consist of various numbers of characters (e.g. “i” in Polish, which translates into “and” in English and “und” in German). Additionally, the translation process is not literal, i.e. it does not involve translation of subsequent words in isolation but rather requires interpretation of the text and transcription of the same in the target language in a way that ensures an accurate rendition of the meaning and the context of the source text. Therefore, a translator must use expressions appropriate for a given language, so that the meaning of the translated text is understandable for the target audience in accordance with the intentions of the author. This often results in either shorter or more elaborate sentences, which may also be due to the need to expand abbreviations used in the source text or to include footnotes. It may also happen that a certain word has no equivalent in a given target language. In such cases, translation via circumlocution is necessary, which also entails the use of a greater number of words or characters in the target text. Similarly, the number of characters in the finished translation may be sometimes lower than in the source text, which – by analogy – results in a reduced translation cost.
The translation completion date depends mainly on the volume of text, its specificity and difficulty level as well as the source and target language. Detailed information on the time required for order processing is provided based on a prior source text review.
The scope of the service is determined based on the information received from the client, such as:
• source and target language and the form of translation/interpretation, i.e.:
-ordinary or certified
-written or oral (oral: consecutive/simultaneous)
-other details, e.g. subject, supporting materials, etc.
• DTP, i.e. layout, typesetting, page makeup, processing of photos, drawings, charts, tables, font type, etc.
Based on the order specification, the client receives an estimated quote, which includes among others the following information:
• the cost of one page/word, both net and gross
• the volume of one page (for ordinary and certified translations)
• the information whether it is necessary for the client to leave the original documents at the agency
• the estimated quote allowing for price differences referring to express terms, specialist texts and other hindrances (e.g. illegible handwriting), etc.
• the cost of one hour/day of work, both net and gross
• other obligations of the client, e.g. provision of board and lodging for the interpreter, travel costs reimbursement, etc.
• selection of the type of interpretation and the price attributed to it
An order may be placed:
• via e-sowa.eu
• via e-mail
• personally at the agency’s office
When visiting our agency’s office, please bring the original document with you, so that our employees can estimate the translation cost as well as the service completion date. If the offer is accepted, a relevant order form will be prepared, the signing of which will be equivalent to placing the order.
Clients are also welcome to provide their documents for translation via e-sowa.eu or e-mail. However, prior to sending scans of the documents, please make sure that all seals, signatures or texts in small print are clear and legible. Having reviewed the documents, our employees will prepare an offer available via e-sowa.eu, specifying the estimated quote and completion date, as well as the number of bank account to which the payment is to be transferred.
Once the advance payment has been transferred to our bank account, our translators begin their work. The service completion date is counted from the date our account is credited with the relevant amount.
SOWA TRANSLATIONS HOUSE provides services in accordance with the certified procedures of the quality management system meeting the following standards:
ISO 9001 Quality Management System
PN-EN 15038 Translation Services – Service Requirements
DIN 2345 Translation Contracts
The agency has implemented these systems in order to ensure the top quality of services and process management and their continuous improvement.
Prior to initiation of the translation process, each text is subject to an initial review in terms of the subject matter and then assigned to a translator who is an expert in the field. Each translated text is also verified from the perspective of substantive correctness as well as the terminology used by the translator.
At this stage, it is crucial to be able to contact the client to verify their expectations regarding the translation and terminology.
In addition, we use state-of-the-art tools and specialist computer assisted translation software which make it possible to create translation memories and terminology databases to ensure the highest degree of consistency with the industry-specific terminology.
Each document translated into Polish goes through additional steps of revision and review. The texts translated into foreign languages are revised by another translator. A review by a native speaker is offered for an additional fee.
e-sowa.eu is secured with SSL (Secure Socket Layer), which ensures secure exchange of data over the Internet. In addition, all documents, data and information provided to the company for the purpose of correct performance of orders and obligations are protected using the procedures of a certified information security management system compliant with ISO/IEC 27001.
Under this system, an important role is played by the Information Security Administrator registered with the Inspector General for the Protection of Personal Data (GIODO). The Information Security Administrator is responsible for continuous verification and improvement of the security system.
SOWA TRANSLATIONS HOUSE represents that due to technical conditions of the operation of electronic systems, it is impossible to completely eliminate or reduce the risk of unlawful interference by third parties, including the risk of the user’s IT system on the www.e-sowa.eu platform being exposed to harmful effects of computer viruses.
Although we take every effort to protect your data, it is not possible to predict and completely eliminate system defects of various kinds, cyberattacks and other similar events. Therefore, SOWA TRANSLATIONS HOUSE recommends that the clients do not keep on the e-sowa.eu platform the documents and data that were made available exclusively for the purpose of order completion. SOWA TRANSLATIONS HOUSE does not provide archiving services.
For security reasons, it is also advisable to send the documents for translation via the protected e-sowa.eu platform, rather than as e-mail attachments.
For more details, please contact SOWA TRANSLATIONS HOUSE’s Information Security Administrator at email@example.com.
To work with SOWA TRANSLATIONS HOUSE via the e-sowa.eu platform, register first.
• Click “Register” in the upper panel.
• Fill in the registration form. Not all fields are mandatory. Follow the instructions displayed when you place your mouse pointer over http://www.e-sowa.eu/grafika/info.gif icons.
• In the Vendor/Client field, select one of the following:
– if you wish to become a client, select Client and finish the registration process at this stage;
– if you wish to become a translator, interpreter and/or reviser, select Vendor and proceed with filling in the registration form.
• Upon completion of the registration process, you will receive an e-mail message sent to the e-mail address specified in the registration form. All newly created accounts have to be verified by customer service staff. The expected processing time is approximately one hour and takes place only during our working hours.
• Once your account has been activated, you can log into the e-sowa.eu platform using your login and password defined during the registration process.
• After logging into the e-sowa.eu platform, you will see a panel with a number of tabs. Info about the options available in each of them will be displayed when you move your mouse pointer over the selected tab.
Should you have any questions, please do not hesitate to contact us at firstname.lastname@example.org.