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Translation Services Proposal Template

Translation is one of the few services where per-word pricing makes sense. The trick is in the per-word rate (not the model itself) and add-ons: certifications, formatting, urgency, and proofreading.

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What to include in your translation services proposal template

  • Source language and target language(s)
  • Word count of source document
  • Specialty area (legal, medical, technical, marketing)
  • Turnaround time and rush surcharge
  • Certification or notarization (if needed)
  • Formatting requirements (preserve layout, just text)
  • Revision/proofreading included
  • Confidentiality clause for sensitive material

How to price it

Per-word rates: $0.08-$0.15 (general), $0.15-$0.25 (specialty), $0.25-$0.40 (legal/medical certified). Add 25-50% for rush. Charge a minimum project fee ($75-$150) so small jobs aren't unprofitable.

Common mistakes to avoid

  • No minimum project fee (small jobs eat your hourly rate)
  • Same per-word rate for all specialties
  • No proofreading buffer in delivery time
  • Underpricing certification work
  • Forgetting to ask about formatting before quoting

Sample template content

Here's an example of what a complete proposal looks like for this niche. Use it as a starting point — you'll fill in your own details when you create one.

Scope of Work

Translation services for [Client]: • Source: English (US) • Target: Spanish (LATAM), Portuguese (BR) • Document type: Marketing brochure (technical product) • Word count: 8,500 words per language • Format: Maintain InDesign layout (work in IDML files) • Includes: 1 round of revision per language • Specialty: Technical/marketing • Final delivery: Editable IDML files

Sample Line Items

DescriptionQtyTotal
EN → ES translation (8,500 words)8500$1,020.00
EN → PT translation (8,500 words)8500$1,020.00
Layout preservation (IDML formatting)1$200.00
Project management & QA1$150.00
Total$2,390.00

Sample timeline: 10 business days from receipt of source files

Terms & Conditions

Pricing per word: standard rate. Rush projects (under 5 business days) at 1.5x. 50% deposit, 50% on delivery. Revisions limited to 1 round per language. Additional revisions at $50/hr. Confidentiality maintained per attached NDA. Client owns final translations upon payment.

Frequently asked questions

▸ Should I use translation memory tools?

Yes — Trados, MemoQ, or OmegaT save 30-50% time on repetitive content. Pass some savings to client to win loyalty.

▸ Do I charge for proofreading separately?

For self-translated work, include 1 self-review pass. For independent proofreading, charge $0.04-$0.07/word as a separate service.

▸ How do I handle confidential material?

Always sign an NDA before receiving files. Use encrypted file transfer (not email attachments). Delete source files 90 days after delivery unless contract specifies otherwise.

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