If you’re considering translation services, you’re probably asking two key questions:
- How much will it cost?
- What actually happens once I send a brief or share a document?
These are the right questions to ask – but they’re not always clearly answered.
This guide is designed to demystify both. It gives you a clear view of how pricing works (without confusing rate cards) and explains exactly what happens after you get in touch – so you can move forward with confidence.
An initial chat, with no pressure
We also recognise that if you’re getting in touch for the first time, you may not know us yet – and you may not have worked with a translation agency before. Sharing documents, deadlines and project information can feel like a big step, especially when the content is commercially sensitive or business-critical.
That’s why the first stage is simply an open, professional conversation. Any information you send us is treated confidentially and used only to understand your requirements, assess the best approach and prepare an accurate quote.
There is no charge for this review and no obligation to proceed. Our aim is to give you clear, useful information so you can decide what is right for your project, your budget and your timeline.
To help you prepare, as a minimum we need to know:
- what files you’ll need translating
- source/target languages
- deadline
- any relevant context
Why translation pricing isn’t a simple price list
One of the first things you’ll notice when researching translation providers is that very few publish fixed price lists. That’s because translation pricing isn’t one-size-fits-all.
While many agencies work from general per-word benchmarks (often in the range of £0.14 to over £0.30 depending on the content, language and service), these are only rough guides.
In reality, most professional providers quote per project, because:
- Two documents with the same word count can require completely different levels of effort
- Formatting, subject matter and intended audience all impact the process
- Quality requirements vary depending on how the content will be used
In short: you’re not just paying for words – you’re paying for a reliable outcome.
What affects the cost of translation?
To help you plan, here are the six main factors that influence pricing.
1. The complexity of your content
A marketing brochure, a legal contract and a technical manual may be the same length – but they call for different types of expertise. That’s because specialist content requires translators with sector knowledge, which increases the level of input and quality control needed.
2. Language pair
Some languages are more widely supported than others. For common language pairs and more general content, there is a larger pool of suitable linguists, which can make the work more cost-efficient. Rarer languages will require specialist linguists.
This is largely driven by supply and demand within the industry. As with specialist subject areas, experienced linguists for certain language pairs can be in shorter supply.
3. Format and file preparation
This is one of the biggest hidden variables in pricing. For example:
- Editable files (Word, Excel) without embedded non-editable graphics are quicker to process
- PDFs or design files may require additional formatting work – especially if the content includes non-editable graphics
- Non-editable or scanned content always requires extra preparation (such as OCR (optical character recognition) of the text as well as formatting and layout work).
If desktop publishing (DTP) is required to recreate layouts, this forms part of the overall scope. And don’t forget that certain languages often expand the number of words required to convey the same meaning (like French or German, which can expand text by up to 20%). Those considerations impact the design – or can be bypassed sometimes by reducing the font size (it’s a topic we looked at when using design platforms like Marketo or Workiva).
4. Level of service required
Not all translation is delivered the same way. Depending on your goals, you might require:
- Translation only
- Translation + revision (recommended for most external content)
- Localisation for specific markets
- MTPE (machine translation with human editing)
- Copywriting or transcreation for brand-led content
Each step adds value – and influences pricing.
5. Turnaround time
Tighter deadlines can increase cost if additional resources are required to meet your timeframe. We typically do this by charging an express fee if out-of-hours work is required or by increasing the number of linguists on the team – although we always take care to ensure the revisor team is kept tight to ensure consistency.
6. Quality assurance and project management
Professional translation includes more than a single linguist.
Costs typically include:
- qualified translator input
- independent revision
- project management and coordination
- handling of queries and clarifications
This structured approach is what ensures consistency and reduces risk.
How We Approach Pricing
We review each project on its own merits rather than applying a fixed price list. That means looking at your files, languages, deadlines, intended use and any additional requirements before recommending the most appropriate approach.
You receive a clear, tailored quote that outlines the services included and the associated costs, so you can make an informed decision before moving forward.
What happens after you send a brief or document?
Understanding the process helps remove uncertainty – and ensures there are no surprises. Here’s how a typical project works.
Stage 1: Project review and quote
We start by reviewing your brief and files in detail. At this stage, we assess the:
- complexity of the content
- format (including any DTP requirements)
- languages and scope
- timeline
If anything isn’t clear, we’ll ask questions early – this helps avoid delays later.
Stage 2: Defining the right service
We then match the project to the most suitable service level, whether that means translation only, translation with revision, localisation, MTPE, transcreation or a hybrid approach.
Stage 3: Translation begins
Your project is assigned to qualified linguists with relevant sector expertise.
They work with:
- your brief and context
- any existing terminology or style guides
- appropriate translation tools
Stage 4: Review and amendments
A structured quality process follows.
This typically includes:
- translator self-check
- independent revision by a second linguist (if you’ve taken this option)
- consistency and terminology checks
This type of multi-step workflow reflects recognised industry best practice (ISO 17100), where translation is followed by revision and verification.
We include one round of amendments as standard, with additional rounds available where required. This allows you to review the translated content yourself or have your in-country teams do it, and then we can implement any necessary changes.
Stage 5: DTP, finalisation and delivery
If your files require formatting, we can handle this at the final stage.
This includes:
- layout replication
- formatting checks
- final quality assurance
You receive a finished, ready-to-use deliverable.
Additional services (when needed)
For ongoing or more complex projects, we can also support terminology management and the creation or maintenance of translation memories.
These services are particularly useful when consistency across multiple documents, teams or markets is important. Where this additional work is required, or where specific outputs are needed, we scope it clearly as part of the project.
Our commitment to quality drives everything we do
Translation is often business-critical, which is why our role is not simply to move words from one language to another. We manage the process carefully, work with qualified linguists and build in appropriate checks so the final content is accurate, consistent and fit for purpose.
Ready to get your quote?
If you’d like a clear, tailored estimate, check our briefing form. Alternatively, as mentioned at the start, we just need:
- your files (or sample content)
- source/target languages
- deadline
- any relevant context
We’ll review everything and come back with a transparent quote and recommended approach.
Not yet sure what you need?
We’re always happy to talk through your project and advise on the best approach – no obligation.
