THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: TK-034
Template Title: Agency Requests Translation (C) — Translation Copies + Translation Certification SOP
Related Research Case IDs / Cluster:
Cluster C (Institution-Building & Proper Procedure)
Linked Templates / Policies:
TK-033 Submission formatting checklist (attach correct versions)
TK-025 Follow-up schedule SOP
TK-030 Data handling rule (redaction before sharing)
T53 Verbal clarification record (if request was verbal)
Date of form: ____ / ____ / ______
Prepared by / Role: _______________________
Office / Unit: ____________________________
Country / Location: _______________________
Confidentiality Level:
☑ Internal only ☐ Restricted ☐ Sacred-Restricted / Sensitive
Use of this form (tick):
☐ New case / action ☑ Follow-up ☐ Annual review ☐ Archive only
TK-034 — AGENCY REQUESTS TRANSLATION (C)
(Translation copies + translation certification SOP)
1. Purpose
Use TK-034 when an agency says:
“Please submit a translation.”
“Submit in (language).”
“Need certified translation.”
“Need translator stamp / affidavit.”
This template ensures:
correct translation copies,
clear certification steps,
safe handling of sensitive information,
clean archives and proof.
2. Quick Record (Fill-in)
Agency / office name: __________________________
Request date: ____ / ____ / ______
Requested target language: __________________________
Type requested (tick):
☐ Informal translation (no certification)
☐ Certified translation (translator statement)
☐ Notarized / legalized translation (higher level)
☐ Unknown (ask for clarification)
Deadline (if any): ____ / ____ / ______
Submission method: ☐ Email ☐ Hard copy ☐ Both
3. Translation Copies Rule (What to Prepare)
Prepare three matched sets (unless the agency requests otherwise):
Set A — Original-Language Copy (Source)
A1. Original letter/document (copy)
A2. Original attachments (copies)
Set B — Translation Copy (Target Language)
B1. Full translation of the main document
B2. Translation of key attachments (only those required)
Set C — Certification Pack (Proof)
C1. Translator certificate / declaration
C2. Translator ID / license copy (if used)
C3. Notary/legalization page (only if requested)
C4. Cross-reference index (page matching)
Important: Page numbering must match (see Section 6).
4. Clarify the Scope (Before Translating Everything)
Send this short question if scope is unclear:
Respectfully submitted,
Thank you for requesting a translation.
Could you kindly confirm whether you require translation of:
(1) the main letter only, or (2) the letter plus all attachments, or (3) selected attachments only?
Please also confirm whether “certified translation” is required.
With respect, …
5. Translation Certification SOP (Step-by-Step)
Step 1 — Choose Translator Type (Tick)
☐ Internal bilingual staff (only if agency allows non-certified)
☐ Professional translator (recommended)
☐ Court/agency-approved translator (if required by law)
Step 2 — Control the Source Text
☐ Freeze the final source version (no edits after translation starts)
☐ Label it:
SOURCE_FINAL_v__☐ Save it to archive
Step 3 — Translation Quality Check (Two-Person)
☐ Translator completes draft
☐ Second reviewer checks: names, dates, numbers, addresses, titles
☐ Check key terms consistency (e.g., “tooth relic,” “custodian,” “museum”)
Step 4 — Redaction Check (Privacy)
Before sending externally:
☐ Remove personal phone numbers/IDs if not required
☐ Mask donor private details if not required
(Keep a full unredacted version inside HSWAGATA archive.)
Step 5 — Certification Statement Added
Attach translator’s certificate (Section 7).
Step 6 — Make Matched Page Sets
☐ Same attachment numbering in both languages (A1 ↔ B1, A2 ↔ B2)
☐ Add “Page X of Y” to each set
☐ Create an index sheet (Section 8)
Step 7 — Delivery + Proof
☐ Send by required method
☐ Keep proof of delivery
☐ Schedule follow-up date (TK-025)
6. Formatting Rules for Translated Documents
Use the same structure as the source:
headings,
paragraph order,
numbering,
attachment codes.
Add a header on each translated page:
“Unofficial translation” OR “Certified translation” (as appropriate)
Keep dates in a clear format:
DD / MM / YYYY(or as agency requires)
7. Translator Certification Text (Template)
(Translator completes and signs. Adjust to local practice.)
TRANSLATOR’S CERTIFICATE
I, __________________________ (full name), declare that:
I am fluent in __________________ (source language) and __________________ (target language).
I translated the attached document from __________________ to __________________.
To the best of my knowledge, this translation is complete and accurate.
Document title: __________________________
Number of pages translated: ______ pages
Date: ____ / ____ / ______
Signature: __________________________
Contact: __________________________
Address/Office: __________________________
(Seal/stamp if available): ☐ Yes ☐ No
8. Translation Package Index Sheet (Attach on Top)
Translation Package Index (TK-034)
Source document (A1): ____ pages
Translation document (B1): ____ pages
Attachment list (A2/B2): ____ items
Translator certificate (C1): ☐ included
Notary/legalization (C3): ☐ included / ☐ not requested
Prepared by: ____________________ Date: ____ / ____ / ______
9. Submission Cover Note (Short)
Subject: Submission of Translation Copy — [Document Title]
Respectfully submitted,
As requested, we submit the translation of our document titled ________, dated ________.
The package includes the source copy, the translated copy, and the translator certification (if required).
Please kindly confirm receipt and advise if any further format is needed.With respect,
Name / Role / Institution
Contact: ___________________
10. Archive Checklist
Attach and file:
☐ Final source version (frozen)
☐ Final translation version
☐ Translator certificate and any stamp/notary page
☐ Package index sheet
☐ Proof of delivery
☐ Follow-up date scheduled
Archive tag: TK-034 / Translation request (C)
End of Template TK-034
