The team would be happy to answer questions or discuss matters prior to receiving a formal request.
Provide a summary of the request in 20 characters in Japanese or 10 words in English.
Examples: "Notification about XXX," "Regulations on ZZZ"
The body of the message must contain all of the following details:
1. The type of support requested:
2. Nature of the document
3. Background information: Include URLs of relevant web pages, and state whether reference materials and translation glossaries (for specialized and preferred terms) have been attached to the email.
4. Preferred deadline
5. Contact details: Department, division, group, contact person (make sure to provide these details if multiple members are listed in the email signature), and telephone extension number.
Follow the guidelines below when attaching source files, reference materials, and glossaries to the email.
If the request is accepted, the team sends an email response with a unique code tagged in the subject line. The code is used to identify the request and must be kept in the subject line in subsequent correspondence.
The code is usually issued within a few days of sending a request. If you do not receive reply or code, please email firstname.lastname@example.org.
The team aims to:
To achieve these aims, the understanding and cooperation of requesting parties are essential.
Requesting parties should respond to the team's queries regarding source documents with additional reference materials where necessary. They should also note that translations might not follow the source text exactly. Words and phrases may be omitted and additional information inserted. If a literal translation is necessary, please consult the team in advance.
Editors and translators may leave comments in the edited/translated documents.
It is important that requesting parties read comments and respond accordingly, if required.
Edited/translated documents should be considered as suggestions by the English Document Support Team.
Requesting parties are responsible for finalizing the returned documents. They are not in any way required to adopt the team's suggestions. Bear in mind that editors and translators do not have complete knowledge of the Institute's vast operations, and it is up to the requesting parties to check for accuracy of content.
Should there be any problems with the quality of returned documents, please notify the team so that it may review the documents and make amendments where necessary.
A piece of text on a single A4 page can take two days to complete if it contains only general content requiring little background knowledge. However, the time required is often longer due to the following factors:
Once a translation is returned, it must be checked for accuracy before being finalized.
When scheduling document translation, allow plenty of time so that your deadline can be met.
Note: The number of days involved in translation does not include Saturdays, Sundays, national holidays, and Institute holidays.
By making a reservation for upcoming administrative tasks and large-scale projects, we are able to schedule and prioritize them to ensure each is allocated sufficient time and resources.
The team requests that all finalized documents be returned to us, regardless of whether our suggestions were adopted or not. These documents will be archived for future reference.
The team is staffed with experienced Japanese translators and editors from the US, UK, and Canada, with diverse educational backgrounds and professional experience.
We also have dedicated translators at the Human Resources Division and Student Services Department, where demand for English document support is high. Human resources is available in English at the HR Support Desk .
⇨ Our translators, editors, and advisor [internal access only]