Translation services are run by freelance translators, interpreters, and small agencies who convert written or spoken content between languages for businesses, law firms, medical providers, schools, and individuals. Typical invoices cover document translation priced per word, certified translations for immigration or court use, proofreading and editing, and interpreting by the hour or half day.
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Written translation is usually priced per source word, with rates set by language pair, subject matter, and turnaround. Common pairs like Spanish to English cost less than rarer ones like Japanese or Finnish, and technical fields such as legal, medical, and patent work cost more than general content. Many translators set a minimum fee per project so small jobs are worth taking. Certified translations for USCIS, courts, or schools are often charged per page for standard documents like birth certificates and diplomas, with a flat fee that includes the certification statement. Editing and proofreading are billed per word at a lower rate or per hour. Interpreting is billed per hour with a two-hour minimum, or as a half-day or full-day rate, plus travel time. Rush work commonly carries a surcharge of 25 to 100 percent. Desktop publishing, subtitling, and formatting are billed separately per page, per hour, or per minute of media. Agencies and direct clients may offer a discount for repetitions found with translation memory software, so some translators bill repeated segments at a reduced percentage.
| 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.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Spanish to English translation of commercial lease agreement (source word count 4,200) | 4200 words | $0.14 | $588.00 |
| Second-linguist proofreading of translated lease | 4200 words | $0.04 | $168.00 |
| Rush turnaround surcharge (delivery in 3 business days), 25% of translation fee | 1 flat fee | $147.00 | $147.00 |
| Certified translation statement with signature and notarization | 1 flat fee | $45.00 | $45.00 |
| Reformatting to match original layout (tables and signature blocks) | 1.5 hours | $40.00 | $60.00 |
| Total | $1,008.00 | ||
Notes: Word count based on source file received March 3. Payment due within 15 days of delivery. Late balances accrue 1.5% per month. Final files are released as signed PDF; the certification covers the translation only and does not verify the authenticity of the original document.
Listing Spanish to English versus English to Spanish makes the job clear and supports the rate, since each direction can be priced differently.
Per-word billing is the most common dispute. State whether you counted the source or target text and which tool or file version you used.
Agencies and law firms handle many files at once. Matching the invoice to a file name or PO number gets it paid faster.
Agencies and corporate accounts often will not process an invoice without one.
These are separate services with their own cost. Itemizing them avoids confusion when a client needs only some of the documents certified.
Showing surcharges as their own lines explains the total and keeps the base rate consistent across projects.
Hourly minimums, overtime, and travel billing all depend on exact times, and clients often ask for proof.
Individual and small business clients are often asked for a deposit of 25 to 50 percent on large projects, with the balance due on delivery. Many freelancers require full payment up front for certified translations for individuals, since the work is small and the client may disappear after delivery. Agencies typically pay on net 30 to net 60 terms, sometimes counted from the end of the month, so confirm terms before accepting the job. Late fees of 1 to 1.5 percent per month are common if stated in writing beforehand. Payment is accepted by bank transfer, ACH, card, check, or online payment platforms. Translators working with overseas clients should state the currency and who pays transfer fees.
A 50-word document still requires setup, research, and a certification statement. A stated minimum protects you from small jobs that cost more time than they pay.
Say whether you charge on source or target words and how you handle numbers, headers, and text in images. Sending the count with the quote prevents later disagreement.
Standard turnaround is roughly 1,500 to 2,500 words per day for one translator. Anything faster should carry a surcharge that is written into the quote.
Correcting your own errors is free. Changes caused by an updated source file or a client's preferred terminology should be billed as a new word count or hourly editing.
Clients often need a receipt for immigration or school applications. Keep records so you can reissue a copy of the certification and invoice later.
Most US translators charge per source word because it is known before work starts and does not change with the language. Some charge per target word, particularly in certain markets. Whichever you use, put it in the quote and on the invoice.
It depends on the state. Some states tax certain professional or information services, and many do not tax translation. Check with your state revenue department or a tax professional before adding or leaving out tax.
Invoice as soon as the work is delivered, include the agency's PO number, and note the agreed terms on the invoice. Track the due date and follow up a few days before. If you cannot wait 60 days, negotiate shorter terms before accepting work.
Yes. A certification statement is a distinct service and many translators charge a flat fee for it, either included in the per-page price or listed separately. Notarization, if requested, is usually an added charge.
Spell out your overtime policy in the agreement. Many interpreters bill in 15 or 30 minute increments after the booked block, and charge a cancellation fee if the client cancels with less than 24 to 48 hours notice.
Send a Translation Service estimate for approval, then turn it into an invoice when the work is done.
Translation Service estimate template