FAQs

The following Ontario health service providers (HSPs) are eligible for the Translation Network’s services:

• Designated HSPs
• Identified HSPs
• Long-Term Care homes
• Public Health Units
• Ontario Health Teams
• Lead agencies for Children and Youth Mental Services

There is no cost. The Translation Network is funded by the Ontario Ministries of Health and Long-Term Care. Services are offered at no cost to eligible Health Service Providers.

The Translation Network can translate various types of public-facing resources, i.e. those intended for members of the general public.

See the Document Eligibility Criteria

Public-facing resources are those intended for members of the general public.

The term “general public” includes, but is not limited to the following groups:

• clients/patients of an HSP;
• residents of a LTC home and their family members;
• members of the community;
• schools, teachers and students;
• child care centres and educators;
• members of a resident or family council;
• volunteers

Turnaround times vary based on several factors, including the nature, length and complexity of the document, its level of urgency, current workload and available resources.

Time-sensitive requests, such as job postings, correspondence, social media content, news releases, etc., are usually prioritized. Urgent requests, i.e. those requiring immediate action due to unforeseen circumstances, will be translated promptly upon receipt.

Please note that requests submitted at the last minute are not automatically considered urgent.

HSPs are strongly encouraged to incorporate translation requirements into their project planning from the outset and, whenever possible, to notify the Translation Network in advance of upcoming time-sensitive requests.

An urgent translation request is one that arises from an unforeseen situation that poses a risk to the health and safety of the public or that requires immediate action. Examples include communication (advisories, correspondence, signage, media releases) related to an outbreak situation or an infectious disease, a critical incident, an unplanned closure of a facility or an emergency department, etc.

The urgency of a request will be determined by the Translation Network.

Requests submitted at the last minute are not automatically considered urgent.

These can trigger rush rates, which the Translation Network is unable to support except as described above. HSPs are strongly encouraged to incorporate translation requirements into their project planning from the outset and, whenever possible, to notify the Translation Network in advance of upcoming time-sensitive requests.

In the event of an urgent request, HSPs are asked to check the pertinent box on the form and to provide an explanation. The Translation Network will determine if it is able to accommodate the request and respond in a timely manner.

All translations are performed by professional translators, either in-house or through qualified external providers. Translations are generally reviewed internally by a second translator for accuracy, readability, consistency, etc. before being returned to the client.

Eligible HSPs can submit a request online.

Submit Translation Request

Files must be in the following format:

• *Word
• PowerPoint
• Excel
• **PDF

*Where applicable, please also provide the final design in PDF format to give translators the necessary context and access to images.

** Clients will generally be asked to provide an editable source file (i.e. Microsoft Word ) for documents submitted in PDF format. If an editable version is not available, the translation will be returned in a basic Word document for the HSP to format and then return for proofreading.

Up to 5 five files can be submitted at once. If you need to share more than 5 files, please prepare a zip file to upload.

Note that total file size should not exceed 20 MB.

The request form includes a text box field for translation of short messages up to 50 words (e-mail signature, position title, signage, etc.). There is no need to copy the content into a Word document. Please upload any images that would aid in translation.

No, the Translation Network's hours of service are Monday to Friday, 8:30 a.m. to 4:00 p.m. Requests received outside regular office hours will be processed the next business day.

The Translation Network does NOT translate patient files.

The Translation Network does NOT translate material intended for health care professionals or staff.

The Translation Network is not able to review/correct documents written in French or translated into French by HSP staff. Such resources should instead be sent for translation.

The Translation Network also does not review translations produced through other translation service providers nor those generated by machine translation or artificial intelligence tools (post-editing).

The Translation Network provides proofreading of resources that it has translated. In fact, we ask that reformatted translations and artwork be returned to us in PDF format for proofreading prior to printing and distribution.

The Translation Network strives to use both gender-inclusive and plain language.

We have been making a shift towards using gender-inclusive language and have drafted inclusive writing guidelines for our freelance translators. Note that translating using gender-neutral language can be particularly challenging as French is a gendered language. The key is to let us know your preferences and needs.

Because we translate only for the general public, we do use “plain language” as much as possible so that information is clear and easily understood. We use correct French and simple, familiar words when possible.

Material sent for translation should not include any personal health information or personal information. HSPs are asked to remove any such identifying information prior to sending the material for translation. Given that French is a gendered language, in some cases, the HSP may be asked to provide the gender of the person for grammatical reasons.

Translation is the process of transferring ideas expressed in writing from one language into another language.

Interpretation is the process of converting spoken language from one language to another, often in a live setting.

The Translation Network does NOT provide interpretation services.

The Translation Network does not translate into other languages. 

However, the Translation Network is able to translate correspondence, comments and feedback from a French-speaking client or member of the general public to an HSP (translation from French to English).

Complete the form on the Contact page. We will e-mail you the contact information of the team assigned to work with you. 

Yes, a confirmation e-mail will appear on screen once your request has been sent.

Our team will reach out to you by e-mail to confirm eligibility and deadlines.