The surest way to know how much your project will cost is to submit your actual files for a quote. However, if you are budgeting for a future need or bidding on custom machinery, your documents may not even exist yet. This overview that will help you anticipate translation costs.

Most translation providers use a few key factors to determine your project cost:

Word count
Each language is assigned a base rate per word. Rates vary according to market conditions and resource availability for a particular language. Your files are analyzed electronically and the word count is multiplied by the base rate. There may be allowances for "leverage" from repeated or previously translated content or adjustments based on volume.

Project minimums
Due to the administrative costs associated with managing projects, the smallest projects may have the highest cost per word. Ask about your provider's policies to avoid these charges, if possible. Otherwise, a series of projects below the minimum threshold (or one small project with multiple language requirements) may leave you sticker shocked.

Proof reading or editing is usually calculated using an hourly rate or per word rate, based on the total word count.

Not every translation provider includes proof reading in their quote, but it is essential to ensuring that your translation is accurate and audience appropriate. If you receive one quote that is substantially lower than others, it is often because proof reading was omitted. Your English copy has been reviewed by several sets of eyes. Your translated version should be as well.

Formatting
It is usually best to receive translated files that are "print ready." Charges vary widely among translation vendors that provide this service. Cost is normally based on a rate per page. Be sure you understand exactly what deliverable you will receive. Ideally, you will want to receive translated files that mirror the look and feel of your English.

File prep
This covers a variety of tasks which may be necessary to generate a quality translation. Perhaps sections of your files need to be converted into a format that enables efficient completion of your project. Sometimes there are additional tasks, such as alphabetizing a translated index or creating a cross reference table for text embedded in graphics. During the initial review of your files, your translation provider will determine whether such charges are necessary.

Project management
Be sure to check whether applicable project management fees are reflected in your quote. These are often used like a "cover charge" to recoup labor costs associated with your project and there may be a flat fee independent of your project specifics. Some translation providers have a separate fee for project management. Others do not.

The proposal you receive may detail the various charges noted above or simply reflect a project total. Whatever the case, review it carefully to be sure you understand exactly what is and is not included. Remember, your quote is based on the document files you provide. If your content or file format change, your translation provider may opt to modify their proposal.

Although quote preparation is largely formula driven, it occurs within both a competitive and a customer service context . Your translation provider wants to earn your business while ensuring your total satisfaction with the outcome. There is a balance between providing a price-competitive quote and being able to deliver a quality translation. Proposals may be adjusted based on your long-standing relationship with a particular vendor, the degree of highly technical, specialized content you need translated or your timeline. You are effectively purchasing skilled services, based on the time needed to properly complete your project. Price, though certainly important, should not override quality considerations.

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