Your supplier’s in Germany. Your purchase order? Still in English. That’s a communication risk you don’t want.
Translating your POs is essential for clarity, accuracy, and compliance.
We’ll show you how to translate purchase orders properly, without breaking the format or losing important details.
Why You Might Need to Translate a Purchase Order
Purchase orders are often used in cross-border transactions, and clear communication is essential. You might need to translate a PO when:
- Working with international suppliers or buyers
- Sending documentation to clients in another region
- Keeping multilingual records for compliance
A well-translated purchase order helps prevent confusion, builds trust, and ensures the other party understands every detail.
Things to Do Before Translating a Purchase Order
Before you translate a purchase order, take a moment to:
- Double-check the original content – Make sure all fields are correct and finalized before translating.
- Use clear, professional language – Avoid slang or jargon that may not translate well.
- Convert to PDF format – If your PO is in Word, Excel, or another format, use the PDF Converter to lock in formatting.
This ensures your document is ready for smooth translation without missing details or broken layouts.
How to Translate a Purchase Order (Step-by-Step Guide)
Step 1: Upload Your PDF Purchase Order
Head to Translate PDF. Upload your purchase order file directly from your device or drag it into the upload box.
Step 2: Select the Original and Target Language
Once your document is uploaded, select the language you want it translated into, e.g., from English to Spanish.
Step 3: Download the Translated File
Click the “Translate” button. Within seconds, you’ll be able to download your translated PO as a clean, readable PDF.
The text is swapped out, but the layout stays intact, so totals, tables, and contact details remain right where they should be.
Translate a Purchase Order
How to Keep the Layout and Format Same After Translation
If your translated purchase order needs small layout tweaks, like text spacing or alignment, use the Edit PDF. This allows you to:
- Move text boxes
- Adjust font size
- Add or replace fields manually
- Realign tables or totals if they shifted during translation
You can also make the PDF fillable to insert editable fields for line items, addresses, and dates.
How to Ensure Accurate Translation of Purchase Orders Without Losing Original Meaning
Even small translation errors can cause big misunderstandings in pricing, delivery dates, or item quantities. Here’s how to protect accuracy:
- Stick to plain, professional wording in the original document
- Double-check the translated output, especially numbers, currencies, and product codes
- Keep formatting consistent, especially in tables and totals
If needed, you can also cross-verify the translation with a bilingual team member or upload it to Edit PDF to tweak specific text manually.
Mistakes to Avoid When Translating Purchase Orders
- Not reviewing the translated file – Always read it through before sending.
- Skipping layout checks – Make sure no values or rows are misaligned.
- Using scanned files without OCR – If your PO is scanned, use the PDF Scanner or OCR features first for editable results.
- Failing to protect the file – Always use Protect PDF before sharing sensitive info like order amounts and contact details.
FAQs
1. Can I translate a purchase order in PDF format?
Yes, just upload it to Smallpdf’s Translate PDF and select your language. It works on text-based PDFs instantly.
2. How do I keep the formatting the same after translation?
Use the Edit PDF to adjust layout, spacing, or font sizes. The translator preserves most formatting by default.
3. Is it possible to translate scanned purchase orders?
Yes. First, scan the PO clearly using your phone or scanner. Then upload it to PDF Scanner or use an OCR tool to convert it to editable PDF format.
4. Is it safe to translate a purchase order online?
Yes, Smallpdf uses TLS encryption to keep your documents safe. You can also protect the final version using Protect PDF.
5. How do I share a translated purchase order securely?
Use Protect PDF to lock the file with a password, then send it through email or a secure cloud service.
6. Will translation affect the layout of tables or prices?
Not usually, but always double-check. If any fields shift, you can fix them manually using Edit PDF.
