Poll: How do you handle clients who send uneditable files? Thread poster: ProZ.com Staff
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This forum topic is for the discussion of the poll question "How do you handle clients who send uneditable files?".
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Ricardo Aries 
Indonesia
Local time: 17:12
Member (2020)
English to Indonesian
+ ...
| My Workflow for Charging File Prep Surcharges | 00:39 |
When I receive non-editable files from clients—like flattened PDFs, low-res scans, or image files—I always explain that converting them into a workable format requires an extra layer of technical preparation. Depending on the document's condition, this involves running high-accuracy OCR, manually transcribing degraded or handwritten sections, and performing Desktop Publishing (DTP) to ensure the target layout, tables, and branding match the original. Because of the extra time and technical e... See more When I receive non-editable files from clients—like flattened PDFs, low-res scans, or image files—I always explain that converting them into a workable format requires an extra layer of technical preparation. Depending on the document's condition, this involves running high-accuracy OCR, manually transcribing degraded or handwritten sections, and performing Desktop Publishing (DTP) to ensure the target layout, tables, and branding match the original. Because of the extra time and technical effort involved, I apply a modest file-preparation or DTP surcharge on top of standard translation rates. To give clients flexibility, I typically offer two options: a full layout reconstruction so the final deliverable looks identical to the original file, or a simplified dual-column format with bracketed placeholders (e.g., [Stamp], [Signature]) for a lower formatting fee. ▲ Collapse
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Thayenga
Germany
Local time: 12:12
Member (2009)
English to German
+ ...
I politely ask for an edible copy and inform them that, should one not be available, there will be a surcharge. Usually, this does the trick, especially when I se them a page converted via OCR which hardly ever renders a clean copy. Or I never hear from them again - which could be considered my win.
[Edited at 2026-08-17 09:57 GMT]
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Poll: How do you handle clients who send uneditable files?
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