About Whitcombe & Hale · Decatur, TN

ask us who reads your file.

Not a department, not a vendor portal. A short list of people — one project lead, a specialist translator, and a reviewer who lives in the country your device is headed to. Every one of them is named on the certificate you get back.

The people who usually call:

  • Device makers updating an IFU
  • Regulatory affairs consultants
  • Teams preparing EU MDR or PMDA files
  • Software teams shipping on-device screens
A reviewer’s hands checking a printed English device manual page against its Japanese translation, a ruler laid along the warning box

Certificate of accuracy

every name on one page

File
IFU-0412 Rev. C
Into
German (de-DE)
Translator
Reviewer

How we started

a small firm, on purpose

Whitcombe & Hale works from 2900 Lamontville Rd in Decatur, Tennessee — by appointment, mostly by phone and secure file transfer.

Whitcombe & Hale grew out of a frustrating kind of work: fixing translations that had already been paid for.

Manuals where the same part had three different names. Warning text that was grammatically fine and clinically wrong. Device screens where the German simply ran off the edge. None of it came from careless people. It came from files passing through too many hands, with nobody holding the whole thing from start to end.

So we built the opposite — a firm small enough that the person who quotes your project is the same person who sends it back, certificate signed.

Overhead view of a desk with a marked-up German manual proof, a tabbed glossary binder and a sterile instrument pouch kept for reference
We keep reference samples on the desk — a pouch, a label, a printed screen — because a term reads differently once you’ve held the thing it describes.

if a nurse would hesitate over it, it isn’t finished.

The test we wrote down on the first day, and still apply to every warning line.

That test is also why we stopped at Spanish, German, Japanese and Portuguese. Four languages means we know our reviewers personally, follow what each regulator actually expects, and can answer your question the same day instead of passing it along to someone you’ve never met.

Most of our clients never visit Decatur. The work runs on calls, a shared glossary and secure transfers. But the door is open if you’d rather sit across a table and go through a printed proof together.

Who touches your file

four sets of hands, and you’ll know each one

When your files come back, the certificate of accuracy lists who translated them and who reviewed them. Here is what each person does in between — and what you’ll actually hear from them.

  1. your project lead

    One name, one email address

    Reads your whole document before quoting, so the price reflects the real job. Answers your questions directly, keeps the version log, and sends the delivery. If anything changes — a late revision, a new market — you hear it from this person first.

    on every call
  2. the specialist translator

    Medical or software background

    A native speaker of the target language who works from your locked glossary, directly inside your InDesign, FrameMaker, Word or string files. Unclear English gets flagged back to you as a question, never guessed at.

    signs the certificate
  3. the in-country reviewer

    Lives where your readers live

    Reads every line against your English and against what a local clinician, patient or auditor expects to see. Regional wording — Mexico versus Spain, Brazil versus Portugal — is settled here, not left to chance.

    signs the certificate
  4. the layout & fit check

    The last pair of eyes

    After typesetting, every page is compared with your English edition: symbols in place, tables intact, nothing cut off. For software, each label is measured against its space on screen, and anything too long comes back with a shorter, still-correct option.

    checks every page

Glossary building is $685 per language for up to 300 terms; in-country review is $540 per document set. Both are written into one fixed project price before work begins.

see every service and price

What we will and won’t promise

promises we crossed out

Translation websites tend to say the same handful of things. Before writing ours, we took a pen to the usual lines and rewrote each one as something we can stand behind on a Tuesday afternoon with your deadline in view.

Edit 01 “We support 60+ languages.”

we work in four, and we know every reviewer by name.

Spanish, German, Japanese and Portuguese. If you need a fifth, we’ll say so plainly and point you somewhere sensible.

Edit 02 “Fast turnaround, guaranteed.”

a realistic date on day one, and a call if anything shifts.

A 40-page IFU in one language usually takes 8–10 business days with review. If your deadline is tighter, we’ll tell you what’s doable before you commit.

Edit 03 “Billed hourly, estimates available.”

one fixed price per project. the quote is the invoice.

Written within one business day, broken down by language and by step. Nothing is added afterwards unless you ask for more work.

Edit 04 “Machine translated, human polished.”

a specialist translates. a second linguist, in-country, reads every line.

Two people, both named on your certificate, both working from the glossary you approved.

Edit 05 “Corrections may be subject to a fee.”

if the mistake was ours, the fix is free.

And if your in-market colleague simply prefers a different term, it goes into the glossary and we update every instance.

Edit 06 “Your account manager will forward your query.”

ask us. we’ll answer it ourselves.

The person on your first call stays on your project. You won’t be handed to a queue.


Your first step

start with twenty minutes on the phone

The call is free, and you don’t need to send a single file. Tell us what you’re working on and we’ll tell you honestly how we’d handle it — or that we’re not the right fit.

Call sheet20 min · free

handy to have — none of it required

  • What the document is, and roughly how many pages or words
  • Which countries it’s going to — Spain or Mexico, Brazil or Portugal, Germany, Austria or Switzerland, Japan
  • Your deadline, and what it’s tied to: a submission, a launch, a print run
  • Who on your side gets the final say on terminology
  • Any earlier translations — even ones you weren’t happy with

Prefer an NDA in place before you share anything? Mention it and we’ll send ours first.

from $0.21 per word for software · from $0.27 for device manuals · submissions from $2,350, fixed

Hours
By appointment — book a call
Phone
(805) 427-0080
Email
info@whitcombehale.com
Office
2900 Lamontville Rd, Decatur, TN 37322 · see us on the map
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pick a time to talk

Leave your details and a line about the project. Within one business day we’ll reply with a few call times — and a secure upload link, if you’d like one.

A sentence is plenty. Document type, target countries and your deadline help us come prepared.

book a free call