How Translation Agencies Can Prepare for ISO 17100 Certification

So you're thinking about getting ISO 17100 certified. Maybe a big client asked if you have it. Maybe you're tired of losing bids to agencies that DO have it. Or maybe you just want to prove that your translation shop isn't running on chaos and hope.

Whatever your reason, let me tell you something nobody else will: ISO 17100 certification is both easier and harder than you think.

Easier because most of what it requires, you're probably already doing (just not documenting).

Harder because... well, you're probably not documenting it. And documentation is basically 70% of the certification process.

Let me walk you through how to actually prepare for this without losing your mind or spending six months creating binders nobody will ever read.

What ISO 17100 Actually is

ISO 17100 is the international quality standard specifically for translation services. It replaced the old EN 15038 back in 2015, and it's basically a set of requirements that prove your agency has its act together.

Think of it as a checklist that says: "Yes, we have real processes. No, we're not just winging it."

The standard covers:

• How do you manage translation projects
• Qualifications your translators must have
• Quality assurance processes
• Resources and equipment
• Client relationship management
• Post-delivery support

Here's what it does NOT cover: The actual translation quality. Weird, right? ISO 17100 doesn't tell you HOW to translate. It tells you how to RUN a translation business properly.

Why you should actually care about this

Let's be real. Certifications can feel like expensive pieces of paper. But ISO 17100 is different for translation agencies.

The business impact:

I know an LSP owner who got certified in 2023. Within six months, she landed two government contracts she wouldn't have even been eligible for before. Combined value? Over $200K annually.

Another agency reported that its close rate on enterprise RFPs went from 15% to 40% after certification. Turns out, when you're competing against 20 other agencies, ISO 17100 is a quick filter that puts you in the "serious business" pile.

Beyond the money:

Honestly, the preparation process forces you to document and optimize processes you've been meaning to fix for years. It's like Marie Kondo for your translation workflows.

One PM told me, "Getting certified was annoying, but it revealed that we had three different people quoting projects using completely different methods. No wonder our pricing was all over the place."

The Real Requirements (What You Actually Need)

Let me break down what ISO 17100 actually requires, minus the bureaucratic language:

1. Translator Qualifications

Your translators must have ONE of these:

• Translation degree/diploma
• Degree in another field + 2 years of translation experience
• 5 years of professional translation experience

The catch: You need PROOF. That means diplomas, CVs, reference letters, and portfolio samples. If you've been working with translators for years but never collected their credentials... yeah, you need to do that now.

Pro tip: Create a standardized onboarding form that collects all this upfront. Future, you will thank the present you.

2. The Translation-Revision-Review Process

This is the big one. ISO 17100 requires:

• Translation by a qualified translator
• Revision by someone other than the translator (checking translation against source)
• Review (optional, but checking fitness for purpose)
• Proofreading (final check before delivery)

Notice the keyword: "someone other than the translator." That means you can't have translators self-revise and call it done.

Reality check: Most small agencies panic here because this seems expensive. But here's the thing – you can combine revision and proofreading if done properly. And for certain project types (marketing, creative), you might already be doing this without calling it "revision."

3. Project Management Requirements

You need documented processes for:

• Receiving and evaluating client inquiries
• Preparing quotes
• Managing project specifications
• Handling client feedback
• Delivering projects
• Post-delivery support

Translation: You need a project management workflow that you can actually SHOW someone. If your process lives in your head or changes depending on who's managing the project, that won't fly.

This is where tools like Awtomated become critical. Because you can't document a process that exists across 12 different email threads, three WhatsApp chats, and a Google Sheet someone created in 2019.

4. Resources and Technical Requirements

You need:

• Translation memories and termbases
• Reference materials
• Appropriate CAT tools
• Secure file storage
• Communication systems

The standard doesn't specify WHICH tools, just that you have professional resources appropriate for translation work.

5. Client Communication Protocol

Documented procedures for:

• Agreeing on project specifications
• Handling special client requirements
• Managing feedback and complaints
• Providing project status updates

Basically, you need to prove you're not just ghosting clients or making things up as you go.

The Step-by-Step Preparation Plan (That Actually Works)

Okay, enough theory. Here's how you actually prepare:

Phase 1: Documentation Audit (Week 1-2)

First, figure out what you already have.

Create a simple spreadsheet:

• Column 1: ISO requirement
• Column 2: Do we do this? (Yes/No)
• Column 3: Is it documented? (Yes/No)
• Column 4: Where is the documentation?

Most agencies discover they're doing about 60-70% of what's required. They just never wrote it down.

Example: You probably already check translator qualifications before hiring. But do you have a folder with all their diplomas and CVs? If not, that's a quick fix.

Phase 2: Process Documentation (Week 3-6)

This is the painful part. You need to document your workflows.

Start with your project workflow:

1. How does a project enter your system?
2. Who assigns it to which translator?
3. What's your revision process?
4. How do you deliver to clients?
5. What happens if there's a problem?

Write this down like you're explaining it to a new employee. Because essentially, that's what ISO auditors are – new employees checking if you know what you're doing.

Template example:

Project Assignment Process:

1. PM receives project via [email/platform]
2. PM checks project requirements against translator database
3. PM assigns to a translator with matching qualifications and availability
4. Assignment includes: deadline, reference materials, client style guide, TM
5. Translator confirms acceptance within [X hours]
6. If no confirmation, PM reassigns to the backup translator

See? Not complicated. Just... written down.

This is where Awtomated's workflow management becomes your best friend. Instead of describing your process in a Word document, you can literally SHOW the auditor: "Here's our system, here's how every project flows through these stages, here's the automatic checks."

Phase 3: Translator Database Overhaul (Week 7-8)

Time to update your vendor files. For EVERY translator you work with, collect:

• CV or resume
• Educational certificates (degree, diploma)
• Professional certifications (if any)
• NDA (signed)
• Language pair confirmations
• Specialization areas
• Sample translations

Create a standardized folder structure:

/Translators

  /[Translator Name]

    - CV.pdf

    - Diploma.pdf

    - NDA_Signed.pdf

    - Language_Pairs.pdf

    - Samples/

Yes, this is tedious. Yes, you'll have translators who can't find their diplomas from 2008. Yes, you'll spend a week chasing people for documents.

Do it anyway.

Phase 4: Quality Assurance Process (Week 9-10)

Define and document your QA process:

Revision checklist example:

• Translation complete and accurate
• No segments left untranslated
• Terminology consistent with the glossary
• Client style guide followed
• Formatting matches source
• Numbers, dates, and names verified
• Target language conventions followed

The key is: whoever does revision must use a documented checklist or process. You can't just say "someone checks it."

Pro move: Create templates for revision reports. Even if it's simple:

Project: [Name] Translator: [Name] Revisor: [Name] Revision Date: [Date] Issues Found: [Number] Severity: [Minor/Major/Critical] Feedback Provided: [Yes/No]

This proves you're not just checking boxes – you're actually doing quality control.

Phase 5: Create Your Quality Manual (Week 11-12)

This sounds scarier than it is. Your quality manual is basically a master document that says:

• Who you are (company info)
• What this manual covers (scope)
• Your quality policy (one paragraph about your commitment to quality)
• Your organizational structure (who does what)
• How do you meet each ISO 17100 requirement

You can find templates online, but honestly, just write it in plain language. The auditor cares that you HAVE processes, not that you use fancy ISO-speak.

Awtomated users have an advantage here – you can reference your system configuration as proof of your processes. "Section 4.2: Project Management Process – See Awtomated workflow documentation" is a lot easier than trying to explain your email-based chaos.

Phase 6: Internal Audit (Week 13-14)

Before the real audit, do a practice run.

Pick 3-5 recent projects and trace them through your documented process:

• Was the translator qualified? (Check credentials)
• Was the revision done by someone else? (Check records)
• Was the client briefed properly? (Check emails/notes)
• Was feedback handled per your process? (Check documentation)

Find the gaps NOW. Not during the actual audit when it costs money to fail.

Common Pitfalls (And How to Avoid Them)

Pitfall #1: Over-Complicating Everything

You don't need a 200-page quality manual. You need clear, usable processes. I've seen agencies get certified with 30-page manuals and others fail with 150-page novels nobody could follow.

Pitfall #2: Creating Processes You Don't Actually Follow

Don't write down your "ideal" process. Write down your ACTUAL process (and maybe improve it a bit). Because during the audit, they'll check random projects. If your manual says one thing but your projects show another, you'll fail.

Pitfall #3: No System Integration

If your translator database is in Excel, your projects are in email, your quotes are in Word, and your invoices are in QuickBooks... good luck proving your processes are consistent.

This fragmentation is why agencies struggle. You need a centralized system where you can actually DEMONSTRATE your compliance. Awtomated's integrated approach means your entire workflow – from quote to delivery to invoice – lives in one auditable system.

Pitfall #4: Forgetting About Continuous Compliance

Getting certified isn't the end. You need to MAINTAIN compliance. That means:

• Annual management reviews
• Ongoing training records
• Continuous process documentation
• Regular internal audits

The Money Question: What Does This Cost?

Let's talk real numbers:

Certification body fees: $3,000-$8,000 (depending on agency size) Consultant fees (if you hire one): $5,000-$15,000 Time investment: 200-400 hours (spread over 3-6 months) Process improvements/software: Variable (but necessary anyway)

Total realistic cost: $10,000-$25,000 for most small-to-mid-size agencies

ROI timeline: Most certified agencies report recovering costs within 12-18 months through:

• Access to higher-paying clients
• Better win rates on RFPs
• Premium pricing justification
• Operational efficiency improvements

Is It Worth It?

Honest answer: It depends on your business model.

You should definitely get certified if:

• You're pursuing government or enterprise contracts
• You're in regulated industries (medical, legal, financial)
• You're competing in European markets (where it's often required)
• You want to scale beyond 10-15 employees
• You're tired of losing bids to "certified" competitors

You might skip it if:

• You're a boutique agency with 2-3 direct clients who don't care
• You're a solo translator with no plans to hire
• Your market doesn't value certifications
• You're planning to exit the business soon

But here's the thing: even if you don't get officially certified, GOING THROUGH the preparation process will make your agency better. The documentation, the process optimization, the quality controls – that stuff has value regardless of the certificate on your wall.

The Real Benefit Nobody Talks About

The best thing about ISO 17100 prep isn't the certification itself.

It's that you finally have a SYSTEM.

You're not constantly reinventing the wheel. Your team knows what to do. New employees can actually be onboarded. Projects flow smoothly instead of lurching from crisis to crisis.

You go from "creative chaos" to "scalable business."

And that's worth more than any certificate.

Ready to streamline your path to ISO 17100 compliance? Awtomated provides the centralized project management, vendor tracking, and quality documentation tools that make certification preparation 10x easier. See how LSPs are using Awtomated to maintain compliance without drowning in paperwork.