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Translation Services Agreement Template

Language pair, rate, deadline and a clear process for corrections — agreed before the files are sent.

Use This Template — Free See the Agreement Signers don’t need an account
Translation services agreement
The blanks in brackets are what you fill in. VergeHR adds each signer’s signature and date boxes.
Translation services agreement — page 1 of 3
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Translation services agreement — page 2 of 3
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Translation services agreement — page 3 of 3
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Use This Template Fill in the blanks, name who signs, and send — from VergeHR eSignature.

What is a translation services agreement?

A translation services agreement is the contract between a translator or translation agency and a client. It sets what is being translated into which languages, how it is priced and delivered, what quality checks are included, and — increasingly important — whether machine translation or AI tools may be used on confidential material.

This template covers the language pair, the documents and an estimated word count, the service level (translation only, a second-linguist review, or a review plus layout proofread) and optional certified translation. It sets the delivery date and format, reference material and terminology, a window for reporting errors with free correction of genuine mistakes, and the difference between an error and a style preference. You choose the pricing — per source word, per target word, per hour or a fixed fee — with an optional minimum charge and rush surcharge, and a machine translation policy. It also covers confidentiality, personal data, subcontractors, ownership and a liability cap.

Best for
Freelance translators, translation agencies and localisation projects
Signed by
The translator and the client, with job titles
Pricing
Per source word, per target word, per hour or fixed fee
Length
About 3 pages, initialled on every page

When to Use a translation services agreement

  • A manufacturer translates a user manual into two languages
  • A company localises its website for a new market
  • An individual needs a certified translation of personal documents
  • A law firm sends confidential documents and rules out machine translation
  • An agency sets standing terms for repeat jobs with a client

What You Fill In

22 blanks, then the name and email of each person who signs: translator, client.

1 The parties

  • Translator (your business or name)*
  • Translator address
  • Client (company or person)*
  • Client address

2 The job

  • Agreement date*
  • Translate from*
  • Translate into*
  • Documents or content*
  • Approximate word count
  • Service level* translation by a professional translator, with the translator's own final check · translation by a professional translator and a full review by a second linguist · translation, a full review by a second linguist, and a proofread of the final layout
  • Certified translation* Not required · Required

3 Delivery

  • Delivery date
  • Delivery format*
  • Machine translation and AI tools* The Translator will not use machine translation or AI tools on the Client's content · The Translator may use secure machine translation or AI tools that do not keep or learn from the Client's content, and a professional translator will fully edit and check all output

4 Price and payment

  • How the job is priced* per source word · per target word · per hour · as a fixed fee for the job
  • Currency*
  • Rate or fee*
  • Minimum charge per job
  • Rush surcharge (%)
  • Invoices are due within (days)*

5 Other terms

  • Client reports errors within (days)*
  • Governing law*

6 Who signs

  • Translator signature and date, job title, initials on every page · The translator or translation agency.
  • Client signature and date, job title, initials on every page

What the translation services agreement Covers

  1. The job
  2. Reference material and terminology
  3. Delivery
  4. Quality, review and corrections
  5. Machine translation and confidentiality
  6. Price and payment
  7. Ownership
  8. General

Using the translation services agreement, step by step

1 Set the languages and documents

Enter the source and target languages, list the documents or content and an approximate word count. The final count is taken from the files.

2 Choose the service level

Pick translation with the translator's own check, a full second-linguist review, or review plus a proofread of the final layout. Choose certified translation if the receiving authority needs one — check its exact requirements first.

3 Set delivery and the AI policy

Add a delivery date and format. Choose whether machine translation and AI tools are ruled out, or allowed only with secure tools that don't keep the content and with full human editing.

4 Price it

Pick per source word, per target word, per hour or a fixed fee, and add a minimum charge or rush surcharge if you use them. Set the days allowed for reporting errors.

5 Send it

Add the client and send. Both of you sign and initial each page; the signed copy is filed in Files.

Tips Before You Send It

  • Send glossaries and previous translations up front — they make terminology consistent and reviews shorter.
  • Price on the final count from the source files to avoid arguments over estimates.
  • For legal, medical or safety texts, have the translation checked by a subject expert before it's relied on.
  • Confirm the receiving authority's rules before ordering a certified or sworn translation.

Sign It Online In Minutes

  1. Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
  2. Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
  3. Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Use the translation services agreement Template — It’s Free

Translation services agreement: frequently asked questions

What is a certified translation?

Usually a translation accompanied by a signed statement that it is true and accurate. What counts as certified, sworn or notarised varies by country and authority, so the agreement makes the client responsible for confirming those requirements; notarisation and apostilles aren't included unless agreed.

Will my documents go through machine translation?

Only if you choose that option. You can rule out machine translation and AI tools entirely, or allow secure tools that don't keep or learn from your content, with a professional fully editing and checking the output.

What if I find mistakes?

Report them within the review period with examples, and the translator corrects genuine translation errors free of charge. Style or preference changes aren't errors and may be charged.

Is an agreement signed electronically legally binding?

In most countries, including the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada, an electronic signature is generally valid for an ordinary commercial contract like this one. VergeHR keeps an audit trail and a Certificate of Completion with the signed PDF as evidence of who signed and when.

Is this template free?

Yes. The template is free to use with the eSignature app in VergeHR. Your client doesn't need a VergeHR login to sign.

Use This Template — Free