Identifying the entity and its representatives
For company documentation, the material supplied for translation must allow the entity's full name, organisational form, identifier, address and representatives to be established. Ukrainian designations such as ТОВ or ФОП occur in various types of documents and require interpretation in the context of the source. The company name and ЄДРПОУ number or another identifier link the contract to registration documents. The translation preserves the distinction between the entity's name, its trading name and a branch name. These details need to be reproduced consistently throughout a set, including headings and attachments.
For representation, the title of the role, appointment document, resolution or power of attorney matters within the scope of the material. The source may use terms for bodies and roles specific to the Ukrainian entity's organisational structure. Their translation requires preserving the relationships described in the document rather than adapting names to an arbitrary Polish template. Personal details are compared with the documents used in the matter. Art. 14(2) of the Act on the Profession of Sworn Translator specifies the basis for recording given names and surnames from another writing system, referring first to a travel document or a copy.[1]
Main contract, definitions and attachments
A contract should be submitted for translation together with the elements included in the order: definitions, annexes, specifications, a schedule, a price table or a report template. A reference to an annex identifies a particular document; its title, number and version must be recorded consistently. For amendments, it must be established whether only the document amending the contract is to be translated or also the text being amended. An earlier contract may be supplied as supporting material to aid understanding, clearly marked as outside the translation scope. This distinction is particularly useful when the client orders a translation of a single amendment that refers to numerous concepts in the earlier text.
In a complex contract, the same words may have meanings defined by the parties. Terms such as “goods”, “business day”, “order” or “report” should then remain consistent throughout the translation. The terminology list also covers abbreviations, unit symbols and document names appearing in several annexes. Jan Engberg views legal translation as communicating knowledge about source concepts with regard to the recipient's situation.[3] For a particular contract, this means reading a concept's definition and function before choosing an equivalent. Comparative material may include earlier translations, provided the client specifies their purpose and version.
Amounts, deadlines and contractual provisions
In the financial section, the currency, amounts, percentage rates, account numbers and presentation of values in tables are checked. For deadlines, the event triggering a period, the unit of time and the words defining when performance is due are important. “Within”, “by” and “from” describe different temporal relationships that must correspond to the source. Supply contracts distinguish dispatch, handover, acceptance and payment dates. Where an amount appears in words and figures, both forms require comparison. A discrepancy in the source should be identified during preparation and reproduced in accordance with its content.
Provisions on dissolution, termination on notice, withdrawal, liability and contractual penalties require distinctions between the legal concepts used in the source. The translation retains conditions, exceptions and links between paragraphs, even in complex sentences. A reference to governing law, a court or a dispute resolution procedure remains part of the particular contract. The client may indicate that certain terms are already used in their documents; this material serves as a terminology reference. Once the text is prepared, paragraph and attachment numbering is checked for consistency. A separate check of numerical data helps detect errors that a fluent reading alone may not reveal.
The draft, signed version and later changes
For a draft contract, a working version, the person supplying amendments and a system for labelling subsequent files are agreed. Dates and version identifiers help distinguish the current text from material used during earlier negotiations. A file with tracked changes may contain deleted provisions, comments and proposals from several people. The scope of the assignment should specify whether the translation covers the text with changes accepted or also comments and alternatives. Where there are several language versions, the source of each particular translation must be identified. Comparing working versions requires clear matching, especially when the parties are preparing copies for signature in parallel.
A signed contract is different material from a draft. It may contain completed details, a date, signatures, handwritten additions and listed attachments. For a certified translation, the source is described in accordance with the document presented, and art. 18 ust. 2 of the Act requires the source basis and repertory entry to be stated.[1] A new version after signing or a further amendment should be supplied with information about its relationship to the earlier text. In an order for a law firm, this organises the client's document set. In a company, it links the translation with the correct archived contract copy without relying solely on a similar title.
Document language and translation format
The form of translation depends on the document’s use. Internal work on a draft may require editable text, while submission to an authority may require a certified translation in the prescribed form. The Polish Language Act governs the use of Polish in specified situations, including consumer transactions and the implementation of labour law. Art. 7 links these requirements to specified conditions concerning residence and performance of the contract, while art. 8 sets out documentation rules and certain possibilities for foreign-language versions.[2] The scope of these provisions must be related to the document type and the circumstances of its use.
The assignment separately specifies the translation direction and delivery format. An electronically certified translation is based on art. 18 ust. 1a of the Act on the Profession of Sworn Translator, which provides for the translator's qualified electronic signature.[1] In company document circulation, a signed file should retain a form that allows signature verification. For a paper version, the number of copies and delivery method must be agreed. If a document is intended for several recipients, the client specifies their format requirements without sending unnecessary information about the entire undertaking. The material may include a specific institutional instruction or an extract from a request defining the required translation scope.
Material circulation between the company, law firm and translator
One person coordinating a set can indicate which files are to be translated, which provide supporting information and which documents will follow. For a larger assignment, an inventory showing the source name, date, number and page count is useful. It also covers attachments, so a missing specification can be identified before the contract is translated. When a law firm supplies documents on a client’s behalf, the recipient of terminology queries and the person approving the scope are identified. This limits parallel discussions with several people who might describe the same document version or the required number of copies differently.
When issuing a translation, its connection to the approved source and the agreed document identification method are maintained. Questions about an illegible passage, an entity’s name or a missing attachment refer to a specific file and place in the text. The client can then answer a clearly framed question by providing the correct material. The practice of Vadym Rekel, sworn translator of Ukrainian TP/27/17, handles Ukrainian–Polish translations of company documentation and contracts. Defining the assignment requires a complete set in a specified version, the translation direction, deadline and delivery format. These details connect linguistic preparation with the client’s organisation of the documents.
Questions and answers
Are contract attachments commissioned together with the main text?
The scope depends on the agreed set. If an attachment contains specifications, definitions, prices or a schedule used in the contract, it is supplied with an indication of whether it is to be translated or used only for preparation. References in the main text require consistent identification of these documents.
Can an earlier translation serve as supporting material?
Yes, especially for recurring entity names, roles and defined terms. Its date, source and intended use should be identified. The current document remains the basis of the commissioned translation, while the previous text serves as comparative material. When commissioning a check of an earlier translation, also provide its corresponding source.[1]
What should I send if the contract changes after the quotation?
The current version, together with details of which files it replaces and whether it includes new attachments. The impact of changes on scope, deadline and billing is established. For a signed document, provide the complete pages with signatures, annotations and attachments covered by the assignment so the translation corresponds to the correct copy.