How to Prepare InDesign Files for Translation: A Complete DTP Guide
When translation agencies send their projects for localization, the first step often starts long before the translators begin — it starts in Adobe InDesign.
A well-prepared file can save hours of work, prevent formatting errors, and make the difference between a smooth multilingual DTP workflow and a stressful last-minute fix.
At WLA SRL, we receive hundreds of InDesign packages from agencies around the world. Here’s a practical checklist based on real-world experience to help you prepare your files correctly for translation and post-layout.
1. Use consistent paragraph and character styles
Styles are the backbone of translation-friendly design.
If text formatting is done manually (bold, italics, colors), translation tools like CAT or TMS platforms may not recognize the structure properly.
✅ Tip:
- Define all text through paragraph and character styles.
- Avoid local overrides whenever possible.
- Keep style names clear (e.g., Body_Text_EN, Header_1).
2. Link all images and graphics properly
Missing or embedded images can break the export or slow down the translation workflow.
✅ Tip:
- Keep links organized in a single “Links” folder within the INDD package.
- Use vector formats (AI, SVG, EPS) when possible for smaller, cleaner files.
- Avoid embedding unless absolutely necessary.
3. Convert text boxes, not outlines
Outlined text looks good but can’t be translated. It also prevents later edits.
✅ Tip:
- Never convert editable text to outlines before translation.
- Keep text live and selectable.
- If you must protect brand elements or logos, keep those outlines separate.
4. Watch out for overset text
When text is hidden outside of a text box, translators may never see it, and reviewers may never check it.
✅ Tip:
- Turn on Preflight in InDesign to identify overset text.
- Expand boxes slightly to allow for text expansion after translation.
5. Package files correctly
A clean package helps your DTP partner deliver faster and with fewer questions.
✅ Include:
- INDD + IDML files
- Fonts
- Links (images, icons, graphics)
- PDF reference (with visible layers or comments if applicable)
6. Use Unicode fonts for multilingual projects
When working with Asian, Arabic, or Cyrillic languages, font compatibility is essential.
✅ Tip:
- Use Unicode-compliant fonts like Google Noto, Source Han Sans, or other modern OpenType families.
- Avoid legacy or localized font versions that cause missing glyphs or reflow.
7. Communicate with your DTP partner
The best results come from collaboration. Share instructions such as:
- Target languages and preferred fonts
- Whether to retain source English in bilingual layouts
- Expected delivery format (INDD, IDML, PDF, accessible PDF, etc.)
Final Thoughts
Preparing InDesign files properly before translation isn’t just about saving time — it’s about ensuring quality and consistency across every language version.
At WLA SRL, we specialize in multilingual DTP for translation agencies worldwide. We handle all file types — InDesign, Illustrator, FrameMaker, AutoCAD, and more — with expertise in 40+ languages, including complex and right-to-left scripts.
👉 Need help optimizing your next InDesign project for translation?
Contact us for a Free Pilot Project at www.wlasrl.com/contact