F. A. Q

Q. When and for what do we use the Questions Sheet?

A. You should use this option when the client has not opted for ulatusCommunicate. It can be used for any assignment, both when the assignment is being checked by you and also at the time of upload. It can be used for any assignment when it is being checked by you or at the time of upload. We are giving you the opportunity to have the client clarify your doubts. However, please keep the following in mind:

Ensure to not ask language- or grammar-related questions, since this is not the client’s specialty.

The Questions Sheet is not a substitute for terminology or background research. Please limit your questions to aspects that only the client can address, responses to which cannot be found online or using standard translation resources. If the answer can be found online, please refrain from asking the client.

Ensure to not ask trivial questions. Clients trust us to handle their translations, and they doubt our skills if we ask questions for which the client’s input is not strictly necessary.

Q. How do we use the Questions Sheet?

A. The link for the Questions Sheet is sent to all Translators/Translation Checkers with each assignment email. Given below are the steps to follow while using the Questions Sheet:

Make a copy of the sheet and re-name it as per the assignment, e.g., QuestionsSheet_ABCDE-1.xls. All fields marked in (*) are mandatory in Question Sheet.

Select the category of the question under the heading “分類(Category)” from the dropdown list. In the adjacent columns, you are required to enter the original and/or translated text being queried along with the page number of the original file. These details help the client in locating the exact reference to your question.

Enter your query in Japanese only under the heading “こちらにご質問をご記入 願います” Our clients are not fluent in English and so it is best to phrase all queries in Japanese.

Please DO NOT highlight your question in the original file and mail it as reference.

Once you have entered all your queries, please save the sheet and send it to the Ulatus Project Management team via email. We will send your queries to the client and seek his/her clarification. Once the client responds, we will send you the Questions Sheet with the client responses for you to make the necessary revisions (if any) in your checked file. The clients may take some time to respond to your queries. Hence, do not wait for the clients’ responses to complete the checking. Please submit your checked document as per the assignment deadline along with the questions sheet.

Q. How do we incorporate the client response?

A. When the client response is received, the following situations may arise:

You are still working on the translation check: Please make the necessary revisions in line with the client response and upload the assignment as usual.

You have already uploaded the files: We will contact you and request you to make the required revisions. Please wait to hear from us—if we do not revert, please consider the matter resolved.

Note that if a Translator has used the Questions Sheet and the client responded to the questions when the assignment was with the Translator, then the Translator is responsible for incorporating the changes. In such a situation, as a Translation Checker, you need to check that the translator has appropriately addressed the client’s responses. In case the revision has not been made by the translator, ensure that you have done so without fail. At times, the client may respond to a Translator’s Question when the file is with you. In such a situation, you will receive the questions sheet as an attachment in the assignment mail, and our Project Management team will provide you with the client response.

Note that the client’s responses cannot be overlooked. By providing responses, the client has proactively participated in the translation and expects that his/her responses are handled well. Overlooking client communication amounts to ignoring the client, which culminates in client dissatisfaction.

Q. How often may we use the Questions Sheet for a single assignment?

A. There is no set limit to the number of times you can use the Questions Sheet, but please try and minimize this to avoid giving clients the wrong impression. For especially long assignments, you may initially send a batch of queries using the Questions Sheet, but may discover that later on, more queries arise. In such cases, it is fine to send us another batch of queries.