How do you start an online translation request?
You can contact Universe Tercüme by email or WhatsApp and share your document and details of how it will be used. Your request should include the source language, the target language, the institution the document will be submitted to, the country where it will be used and the delivery date you need. Writing these details in the same message, rather than just sending a file, helps us understand the scope correctly.
What you share first is used to prepare a quote and work plan. Work begins once the quote and scope have been agreed by both sides. Simply saying “let’s do all of it” without establishing which files will be translated, which approvals are required and what type of output will be delivered can create uncertainty.
Prepare the file you will send
- Scan the whole document, including any reverse sides with writing on them.
- Check that seals, signatures, dates and document numbers are legible.
- Name the files by document type and version.
- If there is more than one target language or separate institutions, explain this.
- Attach the receiving institution’s current list of documents and approvals.
In phone photos, perspective distortion, glare and low resolution can make small areas illegible. For multi-page documents, use the page numbers to check whether any pages are missing. Let us know if the PDF is protected or the file cannot be edited. It is not right to translate by guesswork an area that cannot be seen in the image of the document.
What should a quote request include?
| Information | Why is it needed? |
|---|---|
| Language pair | To define the correct scope of work |
| Document set | To identify missing or surplus files |
| Institution where it will be used | To understand approval and delivery requirements |
| Copies and output | To plan digital/physical delivery |
| Deadline | To schedule the translation and other procedural stages |
You can write your request along these lines: “I would like my diploma and transcript translated from Turkish into English. I will submit the documents to … . The approval format the institution requires is …, the application deadline is … and the number of copies I need is …”. This is an example request format; fill in the actual institution and date details for your own application.
Online submission vs digital delivery
Receiving the translation as a PDF does not mean the file will be accepted by every institution. If a physical copy with a wet signature, a stamp or notarization is required, the delivery format is planned accordingly. Being able to carry out the preliminary review online does not conflict with the original document being needed at the official stages.
If physical documents need to be brought to the office, or finished documents collected or sent, discuss the method and timing in advance. Shipping time may be separate from translation time. Setting the translation completion date on the same day as the application deadline may not leave enough margin for the steps in between.
When sharing personal and corporate files
Send only the documents needed for the job. Do not include unnecessary personal data or customer records unrelated to the project in the same file. If your company has specific security requirements, a non-disclosure agreement or a required sharing channel, let us know before sending the file. If you want to redact an area of the document, first establish which information is mandatory for the translation and approval.
Make sure you share the latest version. If a document you sent earlier has changed, explain what the new file changes. When checking factual data in the finished translation, compare full names, dates and numbers with the source; if a change to the content is needed, distinguish whether it is a change in the source document or a correction to the translation.
Frequently asked questions
Do I need to come to the office to get an online quote?
You can send the document digitally for a preliminary assessment. If the original or a physical copy is needed at a later stage, this is planned separately.
Can I upload the PDF translation to my application?
That depends on the requirements of the application platform and the receiving institution. Confirm that digital delivery is accepted before ordering the translation.
Does work start automatically once I send a message?
Sharing a document is for a preliminary assessment. The process begins once the scope, fee and delivery plan are clear and the quote has been approved.
Some information on my document is illegible. Can it still be translated?
We may ask for a better scan or a new copy of the document. Illegible information should not be filled in by guesswork.
This guide is for general information only. Verify the document and approval requirements for your application with the relevant institution, and share the current list of requirements with your translation request.