The short answer
Provide editable source files alongside a reference PDF where available. Check scan completeness and legibility, then define the required output rather than assuming layout is included.
Text PDFs and scanned PDFs
Adobe — Recognize text in scanned PDFs explains text recognition for scanned documents. OCR extracts text from page images; the extracted content still needs comparison with the scan.
Try selecting a paragraph, but also check columns, tables and special characters. Successful copying does not establish that extraction is complete or correctly ordered.
Provide the original files
Send the editable Word, Excel, PowerPoint or design file with a reference PDF. Identify which version controls the content if they differ.
File format can affect cost, as ATA — How Much Does a Translation Cost? notes. Ask the original author or designer whether an editable file exists before relying only on a scan.
Check scans before handover
- All relevant pages and reverse sides are included.
- Margins, seals, small print and notes are not cropped.
- Names and numbers remain clear when enlarged.
- Tables and diagrams are legible.
- Unclear passages are flagged rather than guessed.
Replace poor pages with clearly labelled updates. Avoid sending multiple indistinguishable copies of the whole document.
Define layout expectations
Specify whether you need editable tables, a layout resembling the original or a publication-ready PDF. Target text may require line or column adjustments.
For a specification table, preserving the relationship between product codes, values and units matters before visual polish. Agree how diagrams, captions and embedded text are handled.
Review content and output separately
Check meaning, names and numbers first. Then inspect line breaks, contents pages, images and overflow in the final export. Report comments by page and position.
Changes after layout can affect surrounding pages. Freeze the source where possible and identify later edits explicitly.
Frequently asked questions
Must I run OCR myself?
No. If you provide OCR output, include the original scan and identify any unchecked portions.
Does PDF translation always include layout?
No. Text translation, editable formatting and final PDF production must be specified.
References
Project checklists and examples are written by LocalizeZone. Linked references support the specific statements marked in the article.
Discuss your project
Send representative pages and your required output format. We will assess file quality and layout work before quoting.