How should you prepare Chinese documents for translation in a VCAT case?

VCAT’s Practice Note PNVCAT9, paragraph 35 says parties should ensure appropriately translated documents are available. An interpreter may be asked to sight-translate a short document, but may decline because of its length, complexity or the interpreter’s competence. Arrange written translation of Chinese case materials ahead of the hearing.

What should you gather before requesting translation?

To prepare Chinese materials for translation in a VCAT case, first list the documents your case requires, the specified translation scope, the due date and any required translation format. Then check the pages and attachments against that list. You can send clear photos or a PDF for a quote without making a file register first. The items below are practical preparation suggestions, not a standard VCAT checklist for every case.

• The hearing notice, VCAT orders or your lawyer’s instructions identifying the documents, translation requirements and deadline.
• Consecutive WeChat screenshots and relevant original emails, with visible dates, times, speakers and conversation order.
• Relevant contract pages, signature pages, schedules, variations and referenced attachments.
• If there are many files, an optional simple register showing filenames, page counts, attachment numbers, specified translation scope and anything missing or unclear.

How can you keep speakers, dates and pages clear in WeChat screenshots and emails?

For WeChat screenshots and emails being translated for a VCAT case, keep consecutive pages of the selected conversation, visible timestamps and speaker labels, then number the files in chronological order. If a screenshot cuts off a name, date or surrounding messages, supply a clearer version. For email chains, forwarded messages and referenced attachments, show how each item relates to the main message so the translator can identify who said what.

If there are many files, a simple optional register with filenames such as “WeChat 01–08” and “Email 01–03” can flag duplicate screenshots and missing pages. This is a way to organise material for translation, not a reason to alter the original record. Keep the original files and complete conversation rather than relying only on cropped or assembled images.

How do you set the translation scope when a contract refers to attachments?

The translation scope for a contract in a VCAT case should follow the case directions or the documents confirmed by your lawyer. If a clause refers to a schedule, variation, quote or email, include the relevant originals in the material you send for review and identify the connection. Confirming the translation scope does not mean removing or changing evidence.

What if there is a deadline or only certain pages have been specified?

If a VCAT case has a document deadline or specifies only part of a document for translation, you can send the complete source document for a quote with the relevant hearing notice, order or lawyer’s instructions. Identify the deadline and the pages or date range to be translated. The translator works to the confirmed scope, rather than selecting favourable passages for a party. If the scope is unclear, clarify it with whoever issued the instruction; do not assume an extract will meet VCAT’s requirements.

Before sending files, check that they open, the text is legible, and page and attachment numbers match the originals. Flag handwriting, stamps or multi-column layouts. Keep the materials sent for translation separate from the preserved original record; when you receive the translation, check the required documents, names, dates and attachments against your case instructions.

How do you check translator qualifications, declarations or affidavit requirements?

If your VCAT case specifies a translator qualification, translator declaration, affidavit or signing and attachment format, check the case notice, order or your lawyer’s instructions and send the relevant passage and any prescribed form with the source documents. If an additional declaration or signing requirement has been mentioned but its form is unclear, ask the VCAT contact for your case or your lawyer to clarify it; you can still send the documents you have for a quote.

PNVCAT9, paragraph 35 says parties should ensure appropriately translated documents are available, but that paragraph does not set a uniform NAATI qualification or translator affidavit requirement for every VCAT case. Check the translation format against the directions for your case.

How are legal documents quoted, timed and delivered?

ABC Translation Australia provides an individual written quote for VCAT legal document translation based on language direction, length, content and layout, with the price confirmed before translation starts. Quotes are free and carry no obligation to order. You can send clear photos or a PDF with the specified scope and delivery requirements; a file register is not needed to request a quote.

Tell ABC Translation Australia about a VCAT or lawyer’s deadline when you enquire, and raise any urgent request then; the delivery date is confirmed before the order proceeds. A NAATI-certified translator qualified for the relevant language direction completes and stamps the translation, delivered as a PDF. Ask about a paper copy, postage, or a specified translator declaration or signing format when requesting a quote; the costs and arrangements are confirmed separately.

Translation service details (Traditional Chinese): Taiwan legal document translation service.

By Fiona He
Owner and Content Lead, ABC Translation Australia

Last updated: 10 November 2026