Exporting goods to foreign markets requires not only efficient logistics and knowledge of local needs, but also the preparation of proper documentation in the target languages. Neglect in this area may result in delays, additional costs, and even administrative penalties.

Scope of translations - what needs to be translated?

The following categories of documents are usually subject to translation:

- Commercial invoices, bills of lading, and customs declarations - these are the basic operational documents. Incorrectly translated data (e.g., incorrectly converted units and currencies) may result in the goods being detained during   customs clearance, and at a later stage - returns from customers.

- Certificates of origin, quality, safety - e.g., CE certificates, necessary for introducing products in the EU. These documents must be translated in accordance with local requirements.

- User manuals, safety data sheets (SDS) - especially in the technical and chemical industries. Directive 2006/42/EC requires instructions in the official language of the country to which the goods are sent.

- Commercial agreements, licensing agreements, financial reports - often a sworn translation is required, i.e. certified by a sworn translator. Only then do the documents have legal force.

- Labels, packaging, user instructions - according to the EU General Product Safety Regulation (known as GPSR), they must be understandable to consumers in their language.

- Marketing materials - not required by regulations, but necessary to effectively reach customers abroad.

Some countries accept documents in English, while others, such as China, Russia, Brazil, or Egypt, require a local language version. To determine which documents require translation (ordinary or sworn) into the local language, it is best to contact the recipient of the goods or the local customs agent in the destination country.

Why is the accuracy of translations crucial?

First and foremost, in this way you will effectively fulfill the obligations arising from legal regulations. For example, rules for developing CE markings, the MDR regulation or the Machinery Directive require the provision of documents in the language of the country of sale, fully understandable for the user.
No less important is trust in your brand and the products or services offered. Thanks to reliable translations, you will build a professional image that will certainly facilitate and accelerate the acquisition of new customers.

How to translate documents?

Some companies choose to hire their own employees for this purpose, but the safest and fastest option would be to choose a professional translator or a translation agency. Make sure that the translation provider:

- knows the industry terminology relevant to the translation: especially if it is a legal, technical, financial or medical text; for this purpose, you may, for example, request the translator's CV;

- has the rights of a sworn translator, if required by your documentation;

- provides native speaker correction, editing, and quality control based on proven processes, e.g. in accordance with ISO 9001 or ISO 17100 standards, offered by reputable translation agencies;

- ensures information security and eliminates the risk of data leakage, which in the case of translation agencies is confirmed by, among others, the ISO 27001 certificate.


Such a service will eliminate the risk of errors, ensure compliance with requirements and allow entry into new markets without delays.

Summary

Export translations require:

- knowledge of local regulations regarding transport, technical and customs documentation required in a given country;

- use of experienced translators with the appropriate specialization;

- use of sworn translations (in some cases) and in accordance with the relevant regulations.

Studio Gambit is a partner with over 30  years of experience offering export translations in over 70 languages with quality control carried out by native  speakers. Our services also include AI-supported translations and meet stringent requirements, as confirmed by ISO 9001, ISO 17100 and ISO 27001 certificates. Thanks to this, we guarantee proven implementation processes, full terminological consistency, compliance with local regulations, and timely execution.

Check out our offer: Studio Gambit - export translations for every industry.  Do you have questions or need a quote? Contact us.