Email Submission Guidelines

An email to A2Z Language Hub is processed fastest when it carries everything we need in the first message: who you are, how to reach you, which service you need, the language pair, the volume and format of the documents, and your deadline. The checklists below list exactly what to include for each kind of request. If you would rather not write it out, the online forms ask the same questions.

What should a translation request email include?

A translation request email needs your name and contact details, the source language and every target language, the service you want, the approximate word count, the document format, the delivery method, the deadline, and the files themselves as attachments. With those details we can confirm the price and turnaround in one reply.

• First name and last name: your full name, or the name of your organization.
• Contact email: the address to use for all correspondence.
• Phone: a number where you can be reached.
• Company name: include it if the request is from an organization.
• Delivery email address: only if it differs from the contact email.
• Document original language: specify one language.
• Target languages: specify at least one target language.

• Translation service needed: name the translation service you are requesting.
• Number of words: the approximate word count of your documents in the original language.
• Document format: Excel, PowerPoint, PDF, Word or scanned image.
• Delivery method: PDF by email, Word document by email, or hard copy by postal mail (additional charges may apply).
• Project deadline: the date you need the translation by.
• Instructions for the translator, if any: any additional details or specifications, in the body of the email.
• Attachments: attach every document that needs to be translated.

What should a quotation request email include?

A quotation request needs the same details as a translation request, minus the delivery address and the translator instructions. Attachments are optional for a quote, but a sample of the document lets us confirm the word count and format, so the quote we send is the final price rather than an estimate.

• First name and last name: your full name, or the name of your organization.
• Contact email: the address to use for all correspondence.
• Phone: a number where you can be reached.
• Document original language: specify one language.
• Target languages: specify at least one target language.

• Translation service needed: name the translation service you are requesting.
• Number of words: the approximate word count of your documents in the original language.
• Document format: Excel, PowerPoint, PDF, Word or scanned image.
• Delivery method: PDF by email, Word document by email, or hard copy by postal mail (additional charges may apply).
• Project deadline: the date you would need the translation by.
• Additional information, if any: anything that helps us understand your requirements, in the body of the email.
• Attachments: optional. Attach any documents or files that provide further context.

What should a feedback email include?

Feedback about a completed service needs your name and contact details, the order number, the date the service was delivered, how you prefer to be contacted, and the details of the feedback or concern in the body of the email. The order number and date let us find the file and the translator immediately.

• First name and last name: your full name, or the name of your organization.
• Contact email: the address to use for all correspondence.
• Phone: a number where you can be reached.
• Order number: the order number of the service we provided.
• Service or delivery date: the date of the service we provided.
• Preferred communication method: how you would like us to follow up.
• Details of your feedback or concern: write the details in the body of the email.

What should a general contact email include?

A general enquiry needs your name and contact details, the service you are asking about, how you prefer to receive the reply, and your message. If the enquiry is really a quote or a translation order, use the checklists above instead, so the first reply can include a price.

• First name and last name: your full name, or the name of your organization.
• Contact email: the address to use for all correspondence.
• Phone: a number where you can be reached.
• Translation service needed: name the service you are asking about.
• Preferred reply method: how you would like us to respond.
• Message: write your message in the body of the email.

Including all of the necessary information in your email lets us process your request accurately and without a round of follow-up questions. If you have any questions or need further assistance, use the contact form, one of the request forms, or send us an email.