How to Prepare Your Files for a Fast Translation Quote
Simple steps to help you send your documents and receive a clear, accurate quote.
Sending well-prepared files makes the quoting and translation process faster and avoids back-and-forth. You do not need to do anything special — just make sure your scans are clear, complete, and include all pages. Here is what works best.
What File Format Works Best?
PDF is the preferred format for scanned documents, as it preserves quality and keeps multi-page documents together in a single file. High-resolution JPG or PNG files are also acceptable. Avoid sending photos taken at an angle with a phone — these are harder to read and may require resubmission. If you are scanning a physical document, use a flatbed scanner where possible to keep the pages flat and the text sharp. Most modern smartphones have scanning apps (such as Adobe Scan) that produce much cleaner results than a standard photo.
What to Include
Include all pages of each document — do not skip the back of a page even if it appears blank, and do not crop out margins, headers, or stamps. If the document has an apostille attached or appended, include it as part of the same scan. If you have multiple documents to translate, send them all together in a single message or upload so they can be reviewed as a complete set and quoted accurately. Partial submissions can delay the quoting process.
Tips for Clear Scans
Place the document flat on the scanner glass without folding or bending it. Make sure all text is within the scan boundaries and no part of the document is cut off at the edges. Avoid harsh shadows, which can make text difficult to read. If a document is laminated or has a glossy surface, be aware of glare. For documents that cannot be unfolded, a scanning app with perspective correction will help. The clearer the scan, the faster the quote and the more accurate the translation.
What Happens After You Send Your Files
Once your files are received, Alba reviews each document, confirms the number of pages, and provides a fixed quote with a clear turnaround time. There are no hidden charges for apostille pages, stamps, or additional sheets — the quote covers the full translation of everything you send. If any documents are unclear or incomplete, you will be asked to resend before the quote is confirmed. Once the quote is accepted and payment is received, translation begins and the completed sworn translation is delivered by email as a PDF file.
Common Questions
Can I send originals by post instead of scanning them?
In most cases, a clear scan is sufficient for sworn translation — you do not need to send original documents. Alba works from digital scans and delivers the sworn translation digitally as a PDF. If a physical stamped copy is required for your specific process, this can be discussed when requesting a quote.
What if my document is badly faded or damaged?
Send the best scan you can. If the document is too faded or damaged to translate accurately, you will be advised during the review stage. In some cases, requesting a certified copy of the document from the issuing authority may be necessary before translation can proceed.
Do I need to translate documents that are already partially in Spanish?
Not usually. If a document contains text in multiple languages and Spanish is one of them, only the non-Spanish portions will typically need translating. Mention this when you send your files and it will be taken into account as part of the quote.