Translation clients usually ask for a quote after sending a file or describing the project, and they compare per-word rates, turnaround, and whether certification is included. A written quote sets the word count, deadline, and deliverables before you begin, which matters most for large or technical documents.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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PDF will be generated with filename:
Invoice_1001_Client_2026-10-14.pdf
Spanish for Mexico differs from Spanish for Spain, and Portuguese varies similarly. Naming the variant sets expectations for vocabulary and style.
Clients can see how the total was calculated. Note that the final price will be adjusted if the final file differs from the sample.
Scanned PDFs, images, and layouts with tables take extra time. State whether you will return an editable file or a PDF and whether formatting is included.
A clear delivery date, and the extra cost for earlier delivery, prevents last-minute pressure.
Clients often assume these are included. State what you provide and what the client must arrange with a notary or state office.
If the client has a preferred glossary or style guide, say that you will follow it and that conflicts with it may cost extra time.
Define how many rounds of client feedback are included and how long the quoted price is valid.
| Service | Priced | Typical range |
|---|---|---|
| General document translation (common language pair) | per source word | $0.10-0.20 |
| Legal, medical, or technical translation | per source word | $0.15-0.30 |
| Certified translation of a standard document (birth certificate, diploma) | per page | $25-60 |
| Proofreading or editing a translation | per word | $0.03-0.08 |
| Minimum project fee | flat fee | $30-75 |
| Consecutive or community interpreting | per hour (2-hour minimum) | $45-100 |
| Conference or simultaneous interpreting | per day | $600-1,500 |
| Subtitle translation | per minute of video | $5-15 |
Typical US ranges. Rates vary by region, experience, and job size.
Ask for the document, not a description. Run a word count and check for scanned pages, tables, or specialist terms before giving a number.
List the per-word rate, estimated words, and any fees as separate lines. Clients comparing several translators can see where your price comes from.
If a file contains many repeated sentences, a reduced rate for repetitions is common and can make your quote more competitive without cutting your base rate.
Patents, clinical trials, and legal contracts need extra research. Price those at the higher end of your range rather than at your general rate.
You can give a range, but a firm price needs the file. Without it, quote a per-word rate and a minimum, and confirm the total once you have the word count.
Include a line saying the final invoice is based on the actual word count of the delivered source file. Most clients accept this when it is stated up front, and you can note a threshold such as 5 percent before a revised quote is sent.
Most translators quote for free on typical documents. For very large or complex projects that need a sample translation or detailed analysis, some charge a small fee that is credited to the project if it goes ahead.
Fifteen to thirty days is common. Since your availability changes, a quote expiration date lets you reprice or decline if the client waits too long to confirm.
Use the Translation Service invoice template to bill the client, or convert this estimate once it's approved.
Translation Service invoice template