HR and Employee Handbook Translation

The employee handbook serves as the foundation for businesses. This document is critical, as it details the rules, regulations, and procedures all staff must follow to remain compliant with company policies. Translating the employee handbooks allows all workers to know what is expected of them.

Companies in the United States continually hire foreign-born workers. In fact, foreign-born staff members make up 17 percent of the US labor force. Translated into concrete numbers, this percentage amounts to 28 million foreign-born employees working in the US in 2021.

Foreign-born employees may be defined as people living and working in the US who were not citizens of the US at birth. This population consists of refugees, legally admitted immigrants, temporary residents (such as students or temporary workers), and undocumented immigrants.

Workers who are foreign-born show a high degree of labor force participation. More foreign-born workers participated in the labor force in 2021 than native workers. The difference shows that a larger part of the foreign-born population is employed or actively looking for work.

Language differences occur in the population of foreign-born workers. Almost half of the foreign-born population speak English less than proficiently. About 37 percent speak multiple languages, with English being spoken very well. Only 17 percent of these workers speak only English.

Given that a significant part of the US workforce consists of foreign-born workers who may or may not speak fluent English, it is in the best interest of companies to ensure they comprehend all rules, regulations, policies, and other critical matters that pertain to employees.

The human resources and employee handbook is an important conveyor of information that is relevant to workers. Staff members, both foreign-born and native-born, learn about their company’s retirement plan, details about hourly wages as well as rules about absenteeism and calling in sick.

It makes good business sense to translate the human resources and employee handbook so that all workers, regardless of whether they are foreign-born or native-born, fully understand the company’s expectations, rules, and policies. No employee should be left out because of a language barrier.

Depending on the company and the diversity of its employees, the handbook can be translated into multiple languages. A business may choose to translate its important documents into English, Spanish, French, or any other language that would facilitate employee comprehension.

What HR documents should be translated?

Besides the employee handbook, a company can decide to translate additional human resources documents. Companies that utilize employment contracts benefit from having them translated so that employees who speak different languages are confident to review, accept, or decline the contracts.

Once on board, employees should understand their company benefits. Insurance documents are another type of human resources paperwork that should be translated for the benefit of employees. Translated insurance documents ensure that staff members have full access to their benefits.

Compliance documents must be read and understood by employees, even those who speak other languages. Translating human resources documents like these is essential. Similarly, workplace safety documents, like evacuation routes and material safety data sheets, should be clearly understood by workers.

Human resource documents are not limited to paperwork. Training programs and videos should be accessible to workers who speak other languages – and professional translations make this possible. Multimedia videos, slide decks, and audio recordings can be effectively translated as well.

How does the translation process work?

Once a company has decided to translate their human resources and employee handbook, it is important to find a translation company that is staffed with translators who are experienced in human resources policy. These translators keep up with changing regulations and related terminology.

Translation companies may utilize machine rather than human translators. Since machine translations can introduce errors and result in poor quality translations, it is imperative that a revision and proofreading process follows to catch flaws. The translator and reviser should be two different people.

Subject matter experts are what enhance the quality of the employee handbook translation. The crucial message should be translated, and not just word-for-word. The expert is key to examining the original content, then localizing the content, including legal jargon, to the target language.

The translator should be a native speaker in the target language to ensure the highest level of accuracy in translation. When the translated employee handbook is delivered to employees, they should feel that the content was written for them in their native language, instead of being translated.

Companies are inundated with paperwork that needs to be translated for the benefit of their workers. Like the human resources and employee handbook, the job application, employment acceptance letter, and employment conditions summary should be translated by a reputable translation company.

Metaphrasis HR Translation Services

When your company is in need of quality document translation services, look no further than Metaphrasis. We are committed to ensuring your human resources, employee handbook, and other business documentations are translated with accuracy, on a timely basis and within budget.

Our translators are part of a nationwide network of professional translators, including those who are certified by the American Translators Association. We do not rely on translating word-for-word—rather, we convey the intended meaning in every document our professionals translate.

Metaphrasis process ensures accuracy. The first translator provides a meaning-for-meaning translation of the document, and a second follows up with a check to review the translated text for quality, integrity, and accuracy. Our two-step process exceeds the expectations of our business customers.

Our reputable translation service is experienced in serving a wide variety of industries. Translators are skilled in translating documents in healthcare, government, education, corporate, and legal. We can promote your business to a wide range of native and non-native speakers.

In addition to employee handbook translations, Metaphrasis provides quality translation services for company websites. We also translate medical, school, legal, and technical documents. Your newsletters and marketing materials can be accurately translated by our large network of dedicated translation professionals.

Companies rely on the professional network of certified translators at Metaphrasis. We provide translation services to businesses located in Chicago, Illinois, as well as throughout the rest of the country. Call our office today and learn how we can benefit your business.