A hotel runs on documents that rarely exist in only one language: the a-la-carte menu as a designed PDF, the week's animation programme, an HR procedure the seasonal team has to read, the guest information sheet in every room. Sending each of these to a translation agency is slow and expensive, and what comes back is often a re-typed file that has lost its layout along the way. AI Document Translation takes a different path: you upload the document, choose the languages, and get back the same file — same design, same images — with only the words changed. In this guide we look at what it can translate, how the layout survives, and how a hotel can speak several languages without an agency.
The documents a hotel needs in several languages
Almost every department produces something a guest or a colleague needs to read in another language:
- Menus and wine lists: the designed, printable versions you hand out beyond the QR menu.
- Event and animation programmes: the weekly schedule guests actually plan their evenings around.
- HR and procedures: onboarding notes, hygiene and HACCP references a multinational team must follow.
- Guest information sheets: house rules, spa guides and the little booklets left in the room.
Each of these has a source file already sitting on someone's computer. The job is not to write them again in five languages — it is to translate the file you already have.
Word, Excel, PowerPoint, PDF and more
You can hand it the formats a hotel actually works in. AI Document Translation accepts Word, Excel, PowerPoint, PDF, txt and html files, up to 30 MB each — from a one-page notice to a heavy, image-rich brochure. A spreadsheet of allergens, a slide deck for the events team, a designed PDF menu: you drop the real working file in, not a stripped-down copy of it.
Your layout stays exactly as it was
This is the part that sets it apart from both an agency and a copy-paste machine translation. The document keeps its layout, its images and its formatting — only the text is translated. You are not handed a bare wall of words to redesign; you get your own document back, looking as it did, now readable in another language. A menu still looks like your menu, a branded procedure still carries its headings and tables, and nobody has to spend an afternoon rebuilding the design once the words come home.
Auto-detected source, five target languages
You do not have to tell it what language the file is in — the source language is detected automatically, so a document in any language is fair game. From there you choose your targets among Turkish, English, German, Russian and Arabic, and can produce several at once. A French supplier contract or an English head-office policy becomes the set of language versions your property actually needs, in one pass rather than one file at a time.
A glossary that guards your terms, and a history you can reuse
Consistency is where machine translation usually slips. The name of your signature dish, a sub-brand, a concept unique to your property — these should read the same way every time, not be reinterpreted document by document. A term dictionary lets you pin those words down once, and every translation then uses your preferred version. And because a translation history is kept, the documents you have already translated stay within reach — so last season's programme or menu is a starting point, not a job you repeat from scratch.
AI document translation with Avdena
The translation runs on the AI provider assigned to your group, and the panel shows the progress as it works through a longer file, so you are never left wondering whether it is running. As with everything in Avdena, you manage it all from one place — upload, choose languages, download — with your brand on the documents rather than ours. For a busy property it means menus, programmes and procedures reach every guest language without a translation agency in the loop, and with the original design intact.
To plan the wider multilingual side of your hotel, see our QR Content Management page, and read how live pages open in each guest's own language in The Multilingual Hotel.