Translation quotation
Quotation template for translators and agencies: technical document translation, terminology glossary and translation review. Download it as Excel or Word.
Templates by industry
- Technical document translation
- Terminology glossary
- Translation review
Preparation guide
Example workflow
Confirm scope and quantities
Example: start with "Technical document translation", confirm the required quantity and client inputs, then agree completion criteria for each item.
Review and approve the quotation
Confirm acceptance evidence for "Translation review", all line quantities, exclusions and quote validity with the customer, and retain the approved version.
Deliver and prepare billing
Hand over approved versions and a file manifest, confirming usage scope and completed revisions. When the agreed milestone is complete, prepare an invoice using actual quantities and approved changes.
Translation is usually priced on the source text, counted before work begins, so a quotation can be exact when the client sends the files first. This template is set up for technical documents: the translation itself, a glossary of approved terms and a review by a second linguist. Freelance translators and small agencies use it for manuals, specifications and safety documents, where consistent terminology matters as much as the price per word.
Fields to prepare
- Deliverables and line items
- Technical document translation, Terminology glossary, Translation review: specify the planned quantity and delivery scope for each item.
- Technical document translation
- Quote the source word count and the language pair, and say how repeated segments from translation memory are priced.
- Terminology glossary
- State the number of terms and who approves them on the client’s side; approval before translation starts avoids rework later.
- Translation review
- Say whether the review is bilingual against the source or a read-through of the target text only, and bill it per word or per hour.
- 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
- Specify source and target languages, source-word count, glossary approver, and whether review and formatting are included.
Before sending
- Does “Technical document translation” say what is included and what quantity the price assumes?
- Would the customer read “Terminology glossary” the way you do, including what it leaves out?
- Can you still honour the price of “Translation review” on the last day the quotation is valid?
Show 3 more
- Agree when a change of direction after draft approval becomes additional work.
- Check separately whether editable sources and final delivery files are included.
- Check quote validity, the customer approval method and payment milestones.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Technical document translation | 2 × $450.00 | $900.00 |
| Terminology glossary | 4 × $60.00 | $240.00 |
| Translation review | 6 × $750.00 | $4,500.00 |
| Subtotal | $5,640.00 | |
| Sales tax (8%) | $451.20 | |
| Total | $6,091.20 | |
Quoted net amount $5,640.00, sales tax $451.20, quoted total $6,091.20.
What the document must show
The details a quotation has to show, and why each one matters, are set out in the guide below.
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
Full requirements: How to write a quotation: format, example and checklist
Frequently asked questions
What if the client sends a scanned PDF?
Quote the extra step of converting or retyping the text, or count the words only after conversion. A price based on guessing the word count of a scan tends to be wrong in one direction or the other.
How should the quotation handle files built in layout software?
List layout work as an optional line priced per page, because restoring the layout after translation takes time beyond translating, especially when the target text runs longer than the source.
Is a certified translation quoted differently?
Yes. A certified or sworn translation follows rules set where it will be used, so name the certification required and quote it on its own line, with any fee for the stamp or the extra copies.
How is the sales tax worked out on this quotation?
The worked example above uses an example rate of 8%: $451.20 on a net amount of $5,640.00, for a total of $6,091.20. The editor recalculates all three when you change a quantity, a price or the country.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Read next
Reading for the Translation quotation: How to write a quotation: format, example and checklist and Quotation vs invoice: differences and timing. The VAT and GST calculator adds tax to your quoted prices.