How to protect your translator CV from scammers?

Unethical and fraudulent use of CVs is on the rise. Here are some simple steps that translators and interpreters can take to protect their information – and perhaps their reputation.

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In the past few months we’ve been witnessing an increasing activity of translator CV scammers and thieves. As a part of this scam, scammers may pretend they have a project for you or would like to include you in their database, while in fact they’re harvesting your CV, replacing your email address (and sometimes your name and surname), impersonating you, and stealing your potential clients. This is a fact and it’s been described in detail by Joao Roque Dias, who’s currently maintaining a list of scammers.

The scope of this problem is indeed huge and impersonation can be extremely dangerous and damaging to your reputation, and cause you to lose clients. I’m dedicated to improving CVs and making them work for freelancers, so I decided to look at ways of protecting our CVs from translation scams.

I’ve carried out a lot of research, both in our industry and elsewhere, and have compiled a list of preventive measures you may want to introduce. However, let’s start by looking at three broad CV threats.

Identity theft

Despite many warnings from a variety of sources, people are still amazingly careless about their details shared online. Almost every day I receive a translator’s CV with a date of birth, place of birth, full address, etc. It is extremely dangerous to reveal such personal details to strangers, not to even mention including them in a document available online. Providing as few as three pieces of personal details, you’re running a risk of ending up with unwanted credit cards, loans or cleared bank accounts. Just don’t do it. You can find more info in this article and this presentation.

Unethical use by agencies

Some time in 2012 we were alerted to potential unethical behaviour by agencies participating in tenders. Allegedly, some agencies were harvesting CVs to win a tender but then would outsource the projects to cheaper (and potentially lower quality) translators whose CVs were never included in the tender documentation. I believe I might have been affected by this behaviour in the past. In order to avoid it now, I simply work only with selected agencies whom I trust (and vice versa) and refuse to participate in bulk tenders offered by complete strangers.

CV theft and impersonation

However, the most burning problem now is caused by CV thieves and scammers who impersonate genuine professional translators and steal their work, very often damaging their reputation. I must admit, I’ve been careless about this issue in the past, but now I’m much more aware and alert. Here are a number of measures you can introduce to protect your work and reputation.

How to protect your translator CV?

1. Research the sender

When you receive an email with a potential project or an offer of collaboration, even basic research can help you establish if it’s a genuine opportunity. Start with verifying the website, then ask your colleagues or professional circles if anybody has worked with them before. Try looking them up on all translation forums and boards. Call them, or add them on Skype. Joao Roque Dias recommends looking up the sender’s IP and running a geographical search just to be sure this person is a genuine representative of an agency. If something’s just not right, don’t send your CV.

2. Use common sense

If an offer looks suspicious, it’s better to be careful than fall for a scam. Unprofessional offers, free email accounts, too few details in a signature, too high a rate of poor English (or another language) should raise an alarm. If you’re not sure if this is a genuine offer, you can always exchange a few emails with questions before supplying the sender with your CV.

3. Keep records

Set up a simple spreadsheet where you can keep records of who you’re sending your CV to, when and with which result. By doing that, you’ll not only have a better control over who has received a copy of your CV, but you’ll also be better at following up.

4. Encourage clients to contact you on Skype with a webcam

As recommended by Joao Roque Dias and others, you should invite a prospective client to a video chat on Skype to confirm each other’s identity. To do that, you should place an up-to date photo on your CV.

5. Remove personal details

As I mentioned before, don’t add your date of birth, place of birth, full address, or marital status. This is way too dangerous.

6. Include information specific to you

To protect your CV from being used by others under another name, include bits of information specific to you that can easily be verified online, for example awards or published translations.

7. Add links to external URLs

To fight CV theft where your name and surname is replaced, include links to external URLs directly pointing to you, for example your website, published translations, articles or online mentions.

8. Time and name stamp your CV

Add a line saying: “© Marta Stelmaszak. Sent to Sample Agency, London, 01/04/2013. Void after 01/06/2013. Not for further distribution or reproduction without consent”, as suggested here.

9. Add a watermark

As suggested by Rose Newell and a few other sources, you may want to add a watermark to your document, for example containing your logo. More info from Microsoft here.

10. Include an email statement

It is advisable to include a short statement along the lines of “Only the following email addresses are genuine and authorised: and I will never contact you from any other email address. If you receive an email from another address, please do contact me as it may constitute a potential scam.” You may want to add this line to your website, or as an annotation on your CV.

11. Save your CV using your name and surname

As simple as that, don’t save and send your CV as “resume” but add your name and surname to the file.

12. In Word, add your name and surname in the author box

When working on your CV, check the Properties of your document and make sure that your name and surname are added in the author box. See how to do that here.

13. Save your CV as PDF

It is now possible to convert documents to PDFs in MS Office with just a few clicks and we should be doing that with our CVs. This is the most basic form of protection. If you’ve added your name and surname in Word, the same properties will be carried over to the PDF. Find instructions here.

14. Save your CV as a non-editable PDF

If you’re using Adobe Acrobat Pro (and if you’re not using it yet, you may want to consider investing in it), you can save your CV as a non-editable PDF and change the security settings, restricting editing and printing of your document.

15. Password-protect your CV saved in PDF

It is not a bulletproof method, but password-protecting your CV saved in PDF format can increase your security. You can distribute the password only to vetted recipients, for example genuine enquirers, separately from your CV. You can do that in MS Word, no need to buy Adobe Acrobat Pro.

16. Remove your CV from online platforms

Don’t make your CV easily available through online platforms or on your website (I’ve been guilty of the latter until recently). It’s better to upload another document inviting clients to contact you, or even a bold statement explaining you’ve removed your CV for security reasons like Rose Newell does here.

17. Use brochures or leaflets online

Instead of a full CV, you can always prepare a short brochure or a leaflet and upload it instead. They will be more secure, and can even help your marketing!

18. Set viewing only but no download

You can ask your programmer to change settings on your website allowing visitors to view content, but prohibiting them from copying or downloading it.

19. If your website is WordPress-based, use protected download

WordPress users can use password-protected download of their CVs. Here’s a video explaining how it works and how to set it up.

20. Make clients aware

Raising awareness of the issue among our clients can help our efforts. The more they know about this issue, they more careful and alert they will be. You may want to blog about the matter, or just add a short statement explaining the problem on your website.

How do you protect your CVs? Add comments below!

Marta Stelmaszak BA DPSI DipTrans IoLET is a Polish – English translator and interpreter, specialising in law, IT and marketing. Her blog Want Words examines the business side of working in the language industry. Follow her on Twitter @mstelmaszak.

This article previously appeared on Want Words

Recommended citation format:
Marta STELMASZAK. "How to protect your translator CV from scammers?". September 8, 2013. Accessed May 25, 2020. <>.

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Gabriel Brunner


That's an interesting post. We often receive CVs to translate at our website which seem far from realistic.

A certain degree of "creativity" is allowed when drawing up a CV, but sometimes we have received interesting projects, like a CV of a Finnish translator to translate into Finnish...

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Thank you for these valuable suggestions. It's true that CV fishing (or should that be phishing?) is becoming an epidemic. The latest trick seems to be for agencies to contact interpreters via a directory search (aiic too) and asking for a quote on a pretty ridiculous job (in my case, about 2000 miles from my home, on a date less than a week from the day I received the e-mail, and with the wrong language combination), plus - as a kind of PS - asking for my CV. There may be plenty of colleagues who will be so flattered to have been asked to bid on a such an "exotic" job they will send their CVs even though they cannot realistically cover the proposed assignment - at least that's what these agencies seem to be assuming. The more news is spread about this throughout the community, the better. Thanks again.

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