Translation quote

A translation quote should specify the language pair, document type, volume, deadline, intended use, file format, certification requirements and any additional services such as bilingual revision, DTP, terminology work or interpreting. A reliable quote cannot always be prepared from a document title alone. The actual files often reveal tables, stamps, images, handwritten notes, embedded text, formatting issues, repetitions or delivery requirements that affect the workflow.

LinguaVox prepares quotes for professional translation, sworn translation, certified translation, website localisation, technical translation, legal translation, audiovisual translation, interpreting and full post-editing where appropriate. The goal is to define the real scope before work begins, so the client knows what is included and the project team can assign the right linguist, reviewer and file workflow.

Information needed for a translation quote

The basic information is the source language, target language, deadline and files to be translated. For official documents, the quote should also state the country of use and the receiving body: court, notary, university, public authority, immigration body, employer, bank or consulate. This helps determine whether a sworn translation, certified translation, notarised option or professional translation is likely to be required.

For business content, the intended reader matters. A document for internal review, publication, tender submission, product distribution, a website, a training platform or legal negotiation may require a different workflow. If the client has previous translations, glossaries, brand guidelines or terminology preferences, these should be included at the start.

Files and formats

Editable files usually lead to a cleaner workflow. Word, Excel, PowerPoint, HTML, XML, XLIFF, CSV and InDesign files allow translatable text to be handled in a controlled way. Scanned PDFs, photographs and non-editable files may require preparation, OCR, retyping or layout reconstruction. If the final file must match the original layout, DTP should be assessed separately.

For websites and software files, the quote may need to account for tags, placeholders, metadata, slugs, ALT text, interface strings and import restrictions. For audiovisual work, the relevant factors include duration, transcript availability, number of speakers, timing, subtitle format and whether voice-over adaptation or transcription is required.

Review level and quality workflow

Not every project needs the same review level. Under an ISO 17100 workflow, bilingual revision by a second qualified linguist can be included. This is recommended for published, technical, legal, financial, medical, official or high-risk content. For internal low-risk material, a lighter workflow may be agreed if the intended use allows it.

Full post-editing under ISO 18587 is a separate service for suitable machine-translated content. It should not be confused with bilingual revision, proofreading or monolingual editing. The quote should make clear which workflow is being proposed.

Sworn and certified translation quotes

For sworn or certified documents, include the receiving body’s instructions. A translation for a Spanish authority may require a sworn translator appointed in Spain. A document for a UK or US institution may require a certified translation with specific certificate wording. Paper copies, digital signatures, courier delivery, apostilles or notarisation may affect price and timing.

Final acceptance always depends on the receiving body, so the quote can reflect common practice and stated instructions but cannot guarantee that an authority will accept a document in every case.

How LinguaVox prepares the quote

The project manager reviews the files, checks the language pair, identifies specialist requirements, assesses file format, confirms delivery needs and prepares a written quote. For large or multilingual projects, the quote may divide the work into stages, languages, file types or priority sections. This is useful for websites, tenders, technical manuals, annual reports and product catalogues.

Examples of quote scenarios

A private client requesting a sworn translation of a birth certificate should tell us the destination country, authority and delivery requirement. A company requesting website translation should provide export files, target markets, keyword guidance and the preferred import format. A manufacturer requesting technical translation should include manuals, drawings, terminology references and any safety or regulatory context. A law firm requesting contract translation should specify whether the file is for internal review, negotiation, signature or official submission.

These details change the quote because they change the work. Some projects require only translation. Others require bilingual revision, terminology preparation, certified wording, sworn translator availability, DTP, file engineering, staged delivery or final formatting checks.

Why file review matters

File review prevents avoidable misunderstandings. A PDF may contain image-based text; a Word file may include tracked changes; a spreadsheet may have hidden columns; a website export may include metadata and strings that are not visible on the page; and a certificate may include stamps or handwritten notes that are easy to miss in a quick estimate.

By checking the actual material first, the project manager can identify the correct workflow and explain any assumptions in writing before the client approves the quote.

Frequently asked questions