How to Translate XLIFF Files for eLearning: Fast, Accurate Localization Without the Hassle

If you're localizing software or eLearning content, you've likely come across the term XLIFF file. XLIFF—short for XML Localization Interchange File Format—is a widely used standard in the translation industry. It’s designed to make it easier to translate XLIFF files by structuring source and target language content in a consistent, machine-readable format. This helps streamline how localized strings are exchanged between applications, tools, and teams.

XLIFF is especially popular when translating Learning and Development (L&D) courses. Its structured format makes it easy to translate XLIFF files for everything from onboarding modules to compliance training. Today, leading global organizations rely on AI-powered platforms like Smartcat to translate XLIFF content quickly and accurately—accelerating course localization without the delays of manual workflows.

• XLIFF streamlines localization workflows: By storing both source and translated content in a structured XML file, XLIFF minimizes formatting issues and simplifies the localization process.

• Smart, user-friendly XLIFF translation: Simply upload your XLIFF file to Smartcat, use AI to translate XLIFF files, assign human reviewers if needed, and export the finalized version — ready to use.

• Faster, more consistent results: Translation with a CAT (Computer-Assisted Translation) tool automates repetitive tasks, ensures consistency across terms, and significantly boosts speed and accuracy.

Why XLIFF Makes Translation Easier Than You Think:

• At first glance, XLIFF might seem technical—but it’s actually more straightforward than other formats like JSON or YAML. If you're looking to translate XLIFF files for your courses or software, here’s why it’s a smart choice:

  • Everything in one place: Both the source text and translations live in a single file, so there's no need to manage multiple documents.

  • No guesswork: XLIFF automatically identifies what needs translation—no manual tagging required.

  • Easy to edit and process: As an XML-based format, XLIFF is compatible with most translation tools and easy to manipulate programmatically.

  • Formatting stays intact: Even when using AI or machine translation, your layout remains clean and consistent.

  • Focus on content, not complexity: You can spend more time localizing your message and less time troubleshooting technical formatting.

In this guide, you’ll learn everything you need to know about XLIFF files — what they are, how they work, and most importantly, how to translate XLIFF files efficiently. We’ll also share expert tips and practical tricks to help you streamline your localization workflows and avoid common pitfalls.

XLIFF stands for XML Localization Interchange File Format — a go-to standard for translating digital content, especially in eLearning and software localization. If you're looking to translate XLIFF files, you're in good company. This format is widely supported by CAT tools and localization platforms, making it ideal for managing multilingual content at scale.

So, how does an XLIFF file actually work?

An XLIFF file looks like structured code, breaking your source content into translation-ready segments stored in XML tags. Each segment pairs the original string with its translation, making it easy to maintain alignment between languages.

To translate an XLIFF file, here’s the general process:

1. Extract the source text from the XLIFF file.

2. Translate the content using machine translation, human linguists, or a mix of both.

3. Reinsert the translated text into the file—keeping the structure intact.

4. Export the finalized file to render your content in each target language, with layout and formatting preserved.

This streamlined structure is what makes XLIFF a favorite for teams that need fast, accurate translation at scale.

Smartcat's Learning Content Agent includes a CAT tool with dedicated support for the XLIFF file structure, so you won't have to struggle with extraction and formatting! Instead, you upload your XLIFF file into the system and get the translation as an XLIFF file.

Let’s guide you through the process:

1. Export the XLIFF file from your eLearning course or other source.

2. Sign in to your Smartcat account and create a new project.

3. Choose "Translation.Fast." for AI Agent translation.

4. Select the source and target languages, and upload the files you want to translate into the system.

5. Hit the "Get result" button.

6. Wait while the system extracts the text from your XLIFF file and translates it. This should take less than a minute.

7. When the translation is complete, press the ‘Download completed files’ button to download the translated XLIFF files to your computer.

If you need post-editing, there are a few more steps:

8. Enter the project you created, click ‘View Tasks’, and select the language you’d like to edit.

9. In the window that opens, you’ll see your XLIFF translation units split into sentences. You can change segments partly or completely.

10. When you’ve finished editing, make sure you confirm the translation by ticking the corresponding box in each segment.
    Hit the ‘Done’ button to accept all changes and finalize editing the document.

Last but not least, assigning a professional to edit your text:

11. Go to the ‘Overview’ tab and hit the ‘Add post-editing’ button.
12. Check out the recommended suppliers (if needed) on Smartcat Marketplace, their ratings and rates, and choose the one that best fits your needs.

While you can translate XLIFF files manually or work with human translators, CAT (Computer-Assisted Translation) tools offer major advantages when it comes to speed, accuracy, and ease of use.

Here’s why CAT tools are a game-changer for XLIFF translation:

• Automatic text extraction and layout separation: CAT tools automatically isolate the translatable content from your file’s formatting—so you don’t have to dig through XML code. This simplifies the process and reduces the risk of breaking the file structure.

• Smarter segmentation: The source text is broken down into smaller segments—like sentences or phrases—making it easier to translate and reuse previously approved content. This is especially helpful for maintaining consistency across courses and projects.

• Leverage approved segments: Not everything needs to be retranslated. CAT tools let you reuse approved translations and even configure fallback rules to use source text when no approved translation is available—saving time and ensuring quality.

• Automatic file reassembly: Once translated, the CAT tool merges your translations back into the XLIFF structure. No formatting headaches, no manual rework—just a ready-to-use XLIFF file you can upload straight into your LMS or authoring tool.

Using a CAT tool to translate XLIFF files isn’t just more efficient. It’s smarter, more scalable, and built for teams working at the speed of global business.

Translating and localizing your eLearning courses — especially when working with XLIFF files—is a powerful move toward reaching a global audience. It’s no small feat, but you don’t have to do it alone. Whether you’re looking to collaborate with professional linguists or want a smarter way to translate XLIFF files using our intuitive CAT tool, Smartcat is here to help you scale with speed and confidence.

An XLIFF file is used to store and exchange localized text during software, app, or eLearning course translation. It keeps both the source and target language content in one structured file, making it easier to manage and update.

Unlike JSON or YAML, XLIFF is designed for localization. It separates content from layout, preserves formatting, and is compatible with most CAT tools—making it easier to translate XLIFF files accurately and efficiently.

Yes! Smartcat offers a free trial that allows you to translate XLIFF files, generate multilingual course content, and localize software—all within a streamlined AI-powered platform.

L&D translation is the process of converting training and educational materials into multiple languages. For example, a company might translate onboarding or compliance courses so that global employees can learn in their native language.

AI translation uses powerful language models to convert content from one language to another in seconds. In Smartcat, just upload your file, choose source and target languages, and hit "Translate" — our AI Agent handles the rest.

Our AI translations are around 85% accurate out of the gate. As the system learns your brand voice and preferred terminology through usage, accuracy can climb to 95% or more. You can also edit translations or invite teammates and pros to review them.

Yes! Every confirmed edit updates your translation memories and glossaries, so your preferences are automatically applied to all future projects. It’s like training your own AI linguist over time.

You can upload custom glossaries and translation memories before translating. Don’t have one? Smartcat can auto-generate them based on your content. You’ll always have full control to review or update terms.

Smartcat supports over 80 file formats — including DOC, PDF, XLIFF, XML, INDD, XLS, AVI, MP4, and SRT. That’s more than twice the industry average.

Yes, you can. Smartcat supports AI-powered video translation with subtitles burned directly into your video. We handle formats like AVI, MP4, MPEG, and MOV, as well as audio and subtitle files like MP3, SRT, and VTT.

Unlimited. You can invite your whole team and external collaborators with no user caps. Everyone works together in one secure, shared workspace—no extra fees.