Get your products cleared for import.
Fast, accurate, regulator-ready manuals.
When importing machinery, HVAC systems, medical devices, or consumer goods, authorities in many countries require operating manuals and safety documentation to be translated into the local language. This is not optional — translated manuals are often a condition for granting import licenses.
GTS Translation helps importers meet these requirements quickly and with confidence.
Why translated manuals are required
- Regulatory obligation: local regulators mandate that installation, operation, and safety instructions be available in the official language(s) of the market. Even if few end users ever read the manual, authorities require it before products can be cleared.
- Avoid delays: missing or incomplete translations can cause shipment holds, fines, or even rejection of imports.
- Risk and liability: providing localized safety instructions helps limit liability and ensures compliance with consumer protection laws.
Compliance requirements around the world
| Region | Translation requirement |
|---|---|
| European Union | The Machinery Directive and Product Safety regulations require manuals in the official language(s) of each country where the product is sold (French for France, German for Germany, etc.). |
| Canada (Québec) | French Canadian documentation is mandatory for products sold in Québec. Technical manuals are often required for regulatory approval. |
| Middle East and Asia | Many countries require manuals in the national language as part of consumer protection and import approval processes. |
| Medical devices (global) | Instructions for use (IFUs) and labeling must be translated into national languages under EU MDR, Health Canada, and similar regulations worldwide. |
Real client scenarios
- Industrial machinery manuals: a client importing Mantall self-propelled scissor lifts from China needed translated manuals to secure an import license. While few end users would actually read them, the translations were essential for customs clearance.
- HVAC system documentation: Friedrich, a long-standing GTS client, required French Canadian translations of heat pump manuals. These translations were mandatory for approval and distribution, even though the manuals were unlikely to see heavy use.
- Medical device import licensing: one of our clients required translation of over 40,000 words of medical device technical documentation, including instructions for use and safety labeling. The translations were necessary to secure an import license, and DTP work ensured the localized files matched strict regulatory formatting.
We frequently work under NDA due to the sensitive nature of medical documentation, and we deliver regulator-ready files that comply with EU MDR, Health Canada, and other international requirements.
Things to look out for when translating manuals for an import license
When submitting manuals for import licensing, regulators don’t just check that the text is translated. They look at details such as:
- Completeness: every section of the source manual must appear in the translated version — missing safety notes or diagrams can cause rejection.
- Terminology accuracy: technical terms, warnings, and safety instructions must be consistent with local standards and industry terminology.
- Formatting and layout (DTP): manuals often need to preserve the same look and structure (tables, diagrams, warning boxes). Poor formatting may lead to rework or delays.
- Language requirements: some countries demand translation into all official languages (e.g., EU member states, Canada). Providing only English will not suffice.
- Confidentiality: import documentation is often sensitive. Work with a translation provider willing to sign NDAs and familiar with handling proprietary technical files.
By choosing GTS, importers avoid these pitfalls — ensuring their manuals pass regulatory review the first time.
Why raw AI translations don’t pass compliance checks
While AI tools can speed up the initial translation process, unedited AI output is not suitable for import compliance. Regulatory authorities require manuals and safety documents that are complete, accurate, and formatted correctly. Raw AI often introduces terminology errors, misses safety-critical details, and cannot ensure consistent formatting. At GTS, we our quality process ensure that we deliver regulator-ready manuals that meet ISO 17100 standards and pass compliance reviews the first time.
Safety labels and layout: a critical part of compliance
Translating manuals for import licensing is only part of the job. Many regulators also require that safety labels, warning stickers, and product markings appear in the local language. These labels are often the first thing inspectors check during the review process, since they directly impact user safety.
- Why labels matter: improperly translated or missing safety labels can block import approval, expose the importer to liability, and even lead to product recalls. Clear labeling in the local language demonstrates compliance with consumer safety laws.
- Consistency with manuals: labels must use the exact same terminology as in the manual. If a warning symbol in the manual says “Danger: High Voltage,” the corresponding sticker on the machine must be identical in translation.
- Formatting and legibility: labels must remain visually clear and meet size, font, and layout requirements. Multilingual labels often require careful design to avoid crowding or misplacement.
At GTS Translation, we don’t just translate text — we provide a full DTP (desktop publishing) solution for labels and manuals. Our team ensures:
- Safety labels are correctly localized into all required languages.
- Symbols, colors, and regulatory icons are preserved.
- Layout and design are adapted for each target market.
With GTS, you receive ready-to-use, regulator-compliant labels and manuals that meet both translation and formatting standards.
Translation of other import documentation
In addition to operating manuals and safety labels, importers are often required to submit supporting documentation in the local language. These documents vary by product type and country but typically include:
- Certificates of conformity (CoC)
- Declarations of conformity (DoC)
- Safety data sheets (SDS / MSDS)
- Installation guides and quick start guides
- Warranty information
- Packaging and product labels
- Technical files and test reports
- Medical device IFUs (instructions for use)
Authorities don’t just look at one document — they review the entire submission package. A missing or poorly translated piece can hold up approval, even if the manual itself is perfect.
At GTS, we deliver a complete import translation solution: manuals, safety labels, and all supporting documentation, ensuring consistency, compliance, and on-time clearance.
- Formal submission: manuals are usually submitted along with the broader technical documentation package (safety test reports, certificates of conformity, labeling, etc.). The translation must be complete — no missing sections, appendices, or diagrams.
- Language compliance check: authorities verify that the manual is in the required official language(s). If the wrong language is provided, the submission is rejected until corrected.
- Content verification: agencies or accredited labs check that the translated text matches the original content, focusing on safety warnings, installation instructions, and maintenance procedures. If anything is inconsistent, they may request a corrected version.
- Formatting and legibility: inspectors check that diagrams, tables, symbols, and pictograms are preserved and that fonts and layout are clear in the target language.
- Certification and declarations: in some jurisdictions, importers must sign a declaration that the translation is accurate and complete. For highly regulated industries like medical devices, translations may also need to be reviewed by a qualified linguist or filed with a notified body.
Common issues that cause rejection include:
- Partial translations (for example, only safety warnings translated, not the full manual).
- Poor formatting (diagrams missing or out of sync with the translated text).
- Literal translations of safety phrases that don’t match approved local terminology.
- Providing English when the regulator demands the local language.
Why importers choose GTS
- Certified quality: ISO 17100-certified workflows with professional translators and technical reviewers.
- Industry expertise: decades of experience translating manuals for engineering, heavy equipment, HVAC, and medical devices.
- Regulatory knowledge: familiarity with documentation requirements across Europe, North America, and global markets.
- Fast turnaround: tight import schedules demand speed — we deliver regulator-ready translations on time.
Import without delays
Don’t let untranslated manuals hold your shipments at the border. With GTS Translation, you get:
- Accurate, regulator-compliant manuals
- On-time delivery for import schedules
- Peace of mind knowing your documentation won’t block approval
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