Criminal Case Translation Checklist for Solicitors

Criminal case files can contain evidence from several sources, different document formats and material produced at different stages of the proceedings. A clear translation instruction helps the linguist understand what must be translated, what references must be preserved and which documents belong together.

This checklist is for solicitors and criminal defence teams preparing documents for translation. It concerns the language-service instruction rather than legal advice, evidential decisions or funding entitlement.

1. Define the exact scope before sending the file

Identify the precise documents, pages or extracts that require translation. Where a larger bundle is involved, this avoids unnecessary work and makes it easier to estimate the source-word count and delivery time.

• Witness statements and defence statements
• Police interview records or transcripts
• Charge, case-summary or prosecution documents where translation is required
• Medical, psychiatric or psychological reports
• Expert evidence
• Court orders and directions
• Correspondence and supporting records
• Selected exhibits or documentary evidence

2. Explain how the translated document will be used

Tell the translation team whether the document is for client understanding, case preparation, inclusion in a bundle or another identified purpose. The intended use can affect formatting, certification and how closely the layout needs to follow the source.

3. Confirm the language pair and any dialect requirement

Provide the source and target languages and, where relevant, the client’s regional variety or dialect. Broad labels can be insufficient for languages with significant regional differences.

The language and dialect coverage page includes examples of language distinctions that may affect assignment.

4. Give the correct names, references and established spellings

Where names already appear in English elsewhere in the file, provide the established spelling. The same applies to addresses, organisations, locations and recurring case references.

• Defendant and witness names
• Case number and court
• Police or custody references where relevant
• Names of experts and professionals
• Existing translated material from the same matter
• Exhibit and bundle references

5. Provide the hearing date and the actual translation deadline

State when the translated material must be available, not only the hearing date. The legal team may need time to review the translation with the client, check references or insert it into the case file before the hearing.

For urgent files, identify the most important documents first so availability and a realistic delivery sequence can be agreed before work starts.

6. Preserve chronology and cross-references across connected documents

Criminal evidence can rely heavily on dates, times, names and references between documents. If several related items are being translated, tell the provider that they belong to the same matter and share earlier translations where available.

For dedicated statement work, see witness statement translation. For larger groups of connected documents, see court bundle translation.

7. State formatting and certification requirements at the outset

If paragraph numbers, tables, timestamps, headings, exhibit references or other structural features need to remain easy to cross-reference, include that requirement in the instruction. If certification is needed, confirm this before the translation is prepared.

For general certification information, see the site’s certified translation service.

8. Confirm funding and recoverability before instruction

The instructing legal professional should confirm the funding, recoverability and any prior-authority requirements that apply to the individual case. The translation provider can quote for the requested work, but decisions about scope and funding treatment remain with the instructing team.

For published pricing information, see the Legal Aid translation rates guide.

Relevant criminal-law page

For broader information about criminal-case document translation, see the site’s criminal law translation page.

Quick instruction checklist

• Exact documents, pages or extracts required
• Document type and intended use
• Source and target language
• Dialect or regional variety where relevant
• Correct names and established spellings
• Case, court and exhibit references
• Hearing date and required delivery date
• Priority order for urgent material
• Formatting and certification requirements
• Connected translations for consistency
• Confirmed funding and scope

A complete instruction helps the translation team assess the work accurately and reduces the risk of avoidable clarification once a time-sensitive criminal matter is already underway.