New Client Intake Checklist for Translators and Small Agencies

Scope: language pairs, content types, volumes and who the end reader is

Every successful translation project starts with a clear definition of scope. This means documenting the language pairs involved, such as English to Spanish or German to French. If the client expects multiple target languages, specify each pair in detail. Ambiguity here can lead to mismatched expectations and disputes about delivery.

Content type matters as well. A legal contract, a marketing brochure, and website UI strings all come with different requirements. Ask the client to specify the content type for each document or batch. This helps with resource planning and ensures that the right subject matter expertise is on hand.

Volume is another crucial item. Will this be a one-off file, or is the client planning a rolling release of updates? Request an estimate of word count or page count up front. If the client cannot give an exact number, ask for a realistic range. This prevents surprises and helps with scheduling.

Finally, clarify who the end reader is. Is the translation for internal use, regulatory submission, public release, or a particular customer segment? Knowing the audience informs choices in tone, terminology, and even reference material. Clients may not always know the specifics, so probe with examples from previous projects if needed.

Keep reading: Turning a Per Word Rate Into an Effective Hourly Rate

Terminology: existing glossary, do not translate list and the owner of term decisions

Unclear terminology is one of the most common sources of revision cycles. Start by asking if the client has an existing glossary. If they do, request the most recent version and clarify which terms are mandatory. If there is no glossary, offer to build one during the project kickoff based on provided materials.

Many clients have a "do not translate" list: brand names, product codes, legal disclaimers, or system variables. This list should be as explicit as possible. If the client is unsure, ask for examples from their previous projects. Missing this step can mean costly corrections later.

Decide who has final authority on term decisions. Is it the client's localization manager, a subject matter expert, or a joint review committee? Document this in writing at the start. Having a single point of contact for terminological disputes keeps projects moving and reduces friction.

Managing terminology updates

Projects often reveal gaps in the glossary. Agree up front how new terms will be added, who approves them, and how they are communicated to all team members. If teams are working with distributed freelancers or multiple agencies, a shared terminology database can prevent inconsistencies.

Style: house guide, locale conventions, formality and any legacy translated material

Style is more than a matter of preference. Ask the client if they have a house style guide. If so, request a copy and review it before starting work. If not, discuss tone, formality, punctuation, and spelling conventions. For example, some clients want US English while others expect British English or a neutral international variant. The same applies for Spanish in Spain versus Latin America.

Clarify the expected level of formality. Legal contracts often require a formal register, while marketing material may call for a conversational tone. If the target market involves specific regional or cultural conventions, note these early. This prevents rounds of edits due to mismatched assumptions.

Legacy translations and style consistency

If previous translations exist, request them as reference. These documents provide insight into established choices and client preferences. Review legacy material for inconsistencies and flag them for discussion. Clients may not always want to replicate past choices, but knowing what exists helps ensure consistency or signals areas for improvement.

Reference material and access to the product, site or physical document

Reference material can make or break translation quality. Ask for access to product documentation, user manuals, existing websites, or even screenshots. If the content refers to user interface elements, having access to a live demo or test environment is invaluable. Some clients can provide physical samples, such as product packaging or print collateral.

If the client cannot share direct access, request annotated PDFs or marked-up screenshots. Sometimes a client's legal or security requirements limit what can be shared. In those cases, clarify what context is essential and propose alternatives, such as video walkthroughs or screen recordings.

Version control and updates

Reference materials can change during the project. Decide how updates will be handled: will you receive notifications, or are you expected to check a shared drive regularly? Documenting this prevents confusion if a reference file is updated after translation has begun.

Keep reading: Anatomy of a Subtitle Job: Spotting, Reading Speed and SDH

The approved rate card, the minimum fee and what triggers a surcharge

Money is a common source of friction in translation projects, especially when the quoting method is unclear. Start by confirming the approved rate card for the client. Does the client pay per word, per page, per hour, or by project milestone? Document the exact rates for each language pair and content type. If you use different rates for agencies versus direct clients, spell this out.

Minimum fees are often overlooked. If your shop has a minimum fee for small jobs, clarify this with the client up front. Some projects may fall below the threshold, and misunderstandings here can lead to disputes at invoicing time.

Surcharges can apply for rush jobs, complex formatting, weekend or holiday work, or non-editable file types. Discuss what circumstances trigger a surcharge and how it will be calculated. If you plan to pass on third-party costs, such as DTP or certified notary services, make this clear at intake.

Quoting and adjustments

If you use word count based quoting, agree on what software or method will determine the count. Some clients prefer their own CAT tool's analysis, while others accept a standard export. If a project's scope changes, spell out how rates and fees will be adjusted before work continues.

Deadlines, delivery format, file naming and who signs off

Deadlines need to be specific. Confirm the agreed delivery date and time zone. If the project is phased, note the dates for each batch. Rush requests or rolling releases should be discussed early, especially if the client expects overnight or weekend work.

Delivery format is critical. Should you return files in the original format, as a bilingual table, or as a new document? Some clients expect tracked changes, while others want a clean copy. If the content includes graphics or embedded text, agree on how these elements will be delivered and reviewed.

File naming conventions prevent chaos. Ask the client if they have a preferred system. If not, propose one that includes project, language code, version date, and your shop name if applicable. This helps with version control and reduces the risk of overwriting files.

Sign-off authority is often overlooked. Decide who has the final say on delivered files: is it the project manager, the end client, or a third-party reviewer? This prevents disputes if feedback arrives from multiple sources or after acceptance.

See how WordRate handles this for translation and localization

Purchase orders, invoicing address, payment terms and late fee language

Administrative issues often delay payment. Confirm if the client requires a purchase order before you can start. If yes, request the PO number and make sure it matches the project scope and agreed rates.

Get the correct invoicing address and contact person. Large organizations may have a shared inbox or AP portal, while small agencies may pay from the project manager's email. Sending invoices to the wrong address can delay payment by weeks.

Payment terms must be clear. Is it net 30, net 45, or due upon receipt? Specify the clock start: invoice date, delivery date, or PO issue date. If you charge late fees, include the exact language and conditions in your intake documents. Many clients will not pay late fees unless they are documented before work begins.

If you work with international clients, clarify currency, preferred payment methods, and who covers bank fees. Some clients use wire transfers, others use PayPal or ACH. Agree on this up front to avoid friction after delivery.

Confidentiality, data handling and whether machine translation is permitted

Many clients expect confidentiality as a matter of course, but assumptions can be risky. Ask if the client requires a signed NDA or if your standard confidentiality policy is acceptable. If a formal agreement is needed, get it signed before you receive any files.

Data handling is becoming more complex. Clients may want assurances that files are stored securely, not shared with subcontractors, and deleted after project completion. Document your processes, including use of secure file transfer or password-protected archives. If you use cloud storage, clarify which providers are acceptable to the client.

Machine translation is a growing point of contention. Some clients prohibit any use of machine translation, while others allow it for draft purposes or post-editing. Confirm the policy up front and document it in the project brief. If you plan to use machine translation or AI-assisted tools in any way, be transparent about your process and seek approval before proceeding.

Subcontractors and third-party involvement

If you plan to use subcontractors or external proofreaders, disclose this at intake. Some clients require all team members to sign the same NDA or undergo security screening. Avoid surprises by clarifying team composition and approval procedures at the outset.

Checklist discipline saves time and money

Translation and localization work is full of variables. When intake is rushed or incomplete, the odds of scope creep, endless revisions, and late payments rise. A standardized checklist, updated as client needs evolve, is your best defense against unnecessary disputes and wasted hours.

Many small agencies and freelancers now use quoting tools that let you store per-client rate cards, manage glossaries, and track every step from file receipt to project delivery. For many, this has replaced spreadsheets and email threads, making intake far more reliable. Word count based quoting, terminology management, and delivery tracking can all be handled in one place, reducing the risk of missed steps and forgotten agreements.