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How to Quote a Translation Project as a Freelancer
Need to know how do you quote a translation project? See the file first, count the source words, then send a dated quote with an expiry date.
More on Freelance Translation Invoice
Key Takeaways
Never quote before you have seen the source file. A description is not enough.
Take the translation word count from the source file, and say on the quote whether your rate is per source or per target word count.
Per word suits standard documents, per hour suits a situation where editing of the content is also required, and per project suits fixed scope, such as a website.
Put an expiry date on every translation project quote, usually 14 or 30 days.
Write down what the quote excludes.
An accepted quote becomes an invoice by changing four fields, so use one layout for both.
What to Ask the Client Before You Quote
Before you quote a client on their project, you need to ask them at least the following five questions:
Can I see the source file? A 3,000-word blog article and a 3,000-word patent are different jobs at different rates.
What format is the source? An editable .docx is straightforward. A scanned PDF, a locked InDesign file, or text inside images means work before you translate a word.
What is the deadline? Rush work costs more. Find out whether the client prefers paying extra to get the work done faster or if they’re willing to wait a bit in exchange for budget savings.
Is there reference material? A glossary, style guide, or translation memory makes the job faster and more consistent.
Is anyone reviewing it? If the client has their own native speaker to review your work, agree on how many rounds of revisions are included.
If the client will not share the file, quote a range and make seeing the source a condition to confirm the quote.
Should You Quote Per Word, Per Hour, or Per Project?
Per translation word count – this is is the default for standard document translation. Source-word counts are a safer basis. You know the number before you start. Target-word counts depend on choices you’ll still have to make.
Per-hour – this option fits work where the word count does not reflect the effort. Editing someone else’s translation, subtitling, transcreation, working from a bad scan, and heavy formatting all belong here. Give the client an estimated range and a cap.
Per project – a good method for fixed, well-defined scope: a website of known size, a set of certificates, a recurring monthly report. It is the easiest option for a client to approve.
No matter which option you go for, set a minimum charge – a 60-word translation will cost the same admin as a 600-word one.
What to Include in a Translation Quote
A complete translation project quote should come with all of this:
Your details and the client’s
A quote number and the date issued
An expiry date, usually 14 or 30 days
The language pair, one line per pair
The translation word count, stated as source or target
Your rate and basis, plus any repetition or fuzzy match discount
Subtotal, VAT if applicable, and the total
What is included: revision rounds, delivery format, and whether proofreading is in scope
What is excluded: DTP, certification, and additional target languages
The delivery date is the date it runs from receipt of the final source file
Payment terms
How to Turn an Accepted Quote Into an Invoice
When a client gives you the green light to start translating, almost everything from your quote carries over: same language pairs, same word counts, same rates, same totals.
Four fields change. The quote number becomes an invoice number, the issue date resets, the expiry date becomes a due date, and “quote” becomes “invoice.”
That is why one layout for both is worth setting up. Our free freelance translation invoice templates use a line-item table for service, language pair, words, rate, and amount, which is the same structure a quote needs.
Open this template and add your details and logo.
Fill in the client’s details and their purchase order reference.
Add one line per language pair, with the word count and rate.
Set the issue date and a real due date.
Download it as a PDF and send it.
How to Send a Quote So It Looks Professional
Send the quote as a PDF attachment with a short email explaining what is attached and what happens next.
Three things make a difference:
Name the quote properly. ‘Quote-2026-014-AcmeGmbH-EN-DE.pdf’, not ‘quote final v2.pdf’.
Keep the layout intact. A PDF renders the same on the client’s machine as it did on yours.
Make acceptance easy. If the client needs to sign it off, send it for signature with an e-signing tool rather than asking them to print, sign, and scan.
Frequently Asked Questions
Can you reuse the same layout for the quote and the invoice?
Yes, and you should. The line items are identical, so one freelance translation invoice template covers both. It cuts your admin and makes the invoice easy to approve against the quote the client accepted.What changes between a quote and an invoice?
The document title, the reference number, the issue date, and the expiry date become a due date. A quote is an offer. An invoice is a request for payment for work delivered. The line items, rates, and totals should match exactly.Should you send a quote as a PDF or in the email body?
PDF. Quotes get forwarded internally to whoever approves the spend, and a document travels better than an email thread. Put a one-line summary in the email and attach the details.Should a translation quote be signed?
It doesn’t have to be, but a signed quote or a clear written acceptance is worth having before you start. It fixes the scope and the price. An e-signature is the fastest way to get one.How long should a translation quote stay valid?
14 to 30 days is standard. Put the expiry date on the quote. It protects you if your rates or availability change, and it gives you a natural reason to follow up.Customize and create your freelance translation invoice for free with Smallpdf
