Certified translation invoice template
Invoice template for sworn translations of birth certificates, diplomas and court papers: pages, the signed statement of accuracy, extra copies and return post.
Templates by industry
- Document translation, per page
- Signed translator's certificate of accuracy
- Additional certified copy
- Tracked return post
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Document translation, per page" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Tracked return post". Hand over approved versions and a file manifest, confirming usage scope and completed revisions.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
People who need a birth certificate, diploma or court decision translated for a visa, a university or a registry office usually need more than the translation. The receiving office often asks for a translator's signed statement that the translation is complete and accurate, sometimes for several certified copies, and the originals have to travel back safely. This template bills each of those on its own line and names every document, so the client can show what the fee covered.
Fields to prepare
- Deliverables and line items
- Document translation, per page, Signed translator's certificate of accuracy, Additional certified copy, Tracked return post: record the quantities actually supplied and the service period.
- Document translation, per page
- Count pages as the quote did, by source page or by a set number of characters, and list each document by name.
- Signed translator's certificate of accuracy
- Bill the certificate once per order unless the receiving office wants one per document; say which applies.
- Additional certified copy
- Count only copies ordered beyond the first certified set, and give their numbers if you number them.
- Tracked return post
- Return originals by tracked or registered post and enter the postage actually paid.
- Quantity and output format
- Record pages, images, word counts or running time, final file formats and whether editable source files are included.
- Review and usage scope
- Specify the draft approver, revision rounds, intended media and duration, and who supplies third-party assets.
- Scope to agree
- Count pages the way the quote did, keep the signed certificate and every extra certified copy on their own lines, and name each document translated.
Before sending
- Does “Document translation, per page” show the quantity actually supplied, not the quantity first quoted?
- Is “Signed translator's certificate of accuracy” charged at the rate the customer agreed to, with any change approved?
- Is “Additional certified copy” finished and accepted, or does it belong on a later invoice?
Show 4 more
- Does “Tracked return post” show the quantity actually supplied, not the quantity first quoted?
- Agree when a change of direction after draft approval becomes additional work.
- Check separately whether editable sources and final delivery files are included.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example: three pages for a visa file
The figures are an example, with an example tax rate of 8%. A translator translated a two-page birth certificate and a one-page police record for a visa application, signed one certificate for the order, supplied two extra certified copies and returned the originals by tracked post.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Document translation, per page | 3 × $45.00 | $135.00 |
| Signed translator's certificate of accuracy | 1 × $25.00 | $25.00 |
| Additional certified copy | 2 × $15.00 | $30.00 |
| Tracked return post | 1 × $9.00 | $9.00 |
| Subtotal | $199.00 | |
| Sales tax (8%) | $15.92 | |
| Total | $214.92 | |
The lines add up to $199.00; tax at 8% is $15.92; the client pays $214.92. Both documents are named in the line description, so the client can show which papers the fee covers.
Common mistakes on a certified translation invoice
- Counting pages differently from the quote, so the total no longer matches what the client expected.
- Billing a certificate for each document when the quote priced one per order.
- Copying identity numbers from the documents onto the invoice.
- Adding notary fees without the notary's receipt or a note that they were paid on the client's behalf.
What the document must show
These details make an invoice easier to approve and to file.
- Your business name, address and registration or tax number
- The customer's name and address
- Issue date and a document number you do not reuse
- Each line item with quantity, unit price and amount
- Tax shown separately from the net amount, and the total payable
- Payment terms: due date, bank details or accepted payment methods
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
The office rejected the translation format. Who pays to redo it?
If the client gave you the office's requirements and you missed them, correct it free of charge. If the requirements were new or changed, bill the rework on a separate line and say why.
Should the original document be named on the invoice?
Yes, by type and holder, such as the applicant's birth certificate, without copying any personal identification numbers. It lets the client match the invoice to the papers they submitted.
Can I charge more for handwritten or hard-to-read originals?
If your quote set a surcharge for handwriting or poor scans, add it as its own line with the pages affected. Without that agreement, keep to the quoted page price.
Does notarisation belong on this invoice?
Only if you arranged it and paid the notary's fee for the client. Show that fee at cost on a separate line, apart from your translation and certificate charges.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Read next
Reading for the Certified translation invoice template: How to write an invoice: a step-by-step example and Invoice payment terms: Net 15, Net 30, due dates. The VAT and GST calculator works out the tax line for you.