Translation proposals: language pair, glossary, and review rounds

Translation job posts look simple until you are inside the project: the “short document” is a scanned PDF, the client wants marketing flair and legal precision at once, and “native review” means three different things to three people.

Strong translation proposals do not lead with “I am fluent.” They lead with workflow: language pair, how you count words, how you handle terminology, how many review rounds are included, and what files you need on day one.

If you are new and light on portfolio, pair this with beginner freelancer proposals without case studies for proof-of-process instead of fake volume stats.

What clients skim first

Buyers are often project managers, e-commerce owners, or agency producers. They check:

• Pair: do you translate from X to Y (not the reverse unless you said so)?
• Specialty: legal, medical, marketing, technical docs (mismatch loses trust fast)
• Turnaround for their word count
• Tools: Trados, MemoQ, Smartcat, or “we do not care”
• Price basis: per word, per page, per hour (surprises start fights)

Your first lines should mirror their pair and content type.

The language pair line (non-negotiable)

State direction explicitly every time:

Service: [Source language] → [Target language] (I do not provide [reverse] unless listed as a separate service).

If you are certified or sworn where relevant, say so in one clause, not a biography paragraph.

For agencies posting multiple languages, propose one pair per milestone or ask which file is priority. Quoting twelve languages in one lump price is how projects implode.

Word count and file format: propose before you argue later

Translation pricing fights are almost always about what was counted.

Include a short basis:

Pricing basis: source word count using [CAT tool / Word count in editable file]. Scanned PDFs, images, or heavy formatting may require prep time or OCR pass quoted separately before I lock a per-word rate.

Files I accept: [docx, xliff, srt, html, …]. Files that need prep: non-editable PDFs, embedded text in images.

If they only have a PDF, say you will confirm count after OCR or recreation. That is not being difficult; it is how you avoid working at a loss.

Glossary and terminology block

Clients with brands care about terms. Clients without glossaries still have preferences.

Proposal snippet:

Terminology: I use your provided glossary/translation memory if available. If none exists, I flag repeated terms (product names, UI labels) in the first 500 words for your approval before I lock style for the rest.

Do-not-translate list: brand names, feature names, legal entities (you provide or I propose for sign-off).

For technical or medical work, name research time as included or billed. One sentence saves you from “you should have known that acronym.”

Review rounds: say the number and who does what

“Unlimited revisions” in translation often means “the whole office will edit until everyone is happy.” That is not a service; it is a hostage situation.

Clear pattern:

Included: my translation + one round of consolidated client comments (not parallel conflicting edits from five stakeholders).

Second round: available at [rate] or included if we agree full QA review upfront.

Proofreading only: if you only need a second linguist on my output, that is a separate line item with a clear brief.

If they want back-translation or LQA, name it. Do not absorb enterprise QA under a casual post budget.

Same psychology as creative freelance work: name the number of rounds up front so “a few tweaks” does not become endless free passes.

Three opening patterns by post type

Pattern A: marketing / website copy

Emphasize tone and constraints (character limits, SEO keywords if provided).

I translate for meaning and intent in [target locale], not word-for-word stiffness. Send style references (previous campaigns, “formal vs informal”) and any banned terms.

Offer a short sample of 100-150 words paid or as part of milestone 1, not a full page free. Full unpaid samples are unpaid test work.

Pattern B: legal / compliance

Emphasize disclaimer and certification if you have it.

I provide translation for understanding and workflow; for court or filing use you may need a sworn translator in [jurisdiction]. I will flag ambiguous source phrases before I guess.

Do not promise outcomes you cannot license.

Pattern C: ongoing content stream (blog, app strings)

Emphasize volume cadence and CAT efficiency.

Weekly batches up to [N] words, delivered with consistent terminology in your TM. New UI strings flagged same day for glossary updates.

Retainer framing works here; see fixed and hourly mix in hourly rate when the post says make an offer if they want open-ended volume.

Turnaround and rush fees

Give a band, not magic:

Standard: [X] words per business day for [content type]. Rush (48h for large docs) at +[percent] if I can slot it.

If they need a rush, state the extra fee calmly with the reason (you rearrange other clients), not as a threat.

Quality process without jargon

One short paragraph beats ten credentials:

Process: translate in CAT tool → QA pass for numbers, tags, punctuation → deliver in agreed format → apply your consolidated comments in one round.

If you use MTPE (machine translation post-editing), say it honestly. Clients increasingly ask. Hiding it destroys repeat business.

Sample proposal excerpt

Your post asks for [French → English] e-commerce product descriptions, about [4,000] source words in Excel. I work in Smartcat with your TM if you have one; otherwise I build a lightweight glossary from the first sheet.

Deliverable: English in the same columns, tags preserved, ready for upload. Included: one consolidated revision round within 5 business days of delivery. Second round or proofreading by a second linguist quoted separately.

To start I need the Excel, brand tone example (one URL or paragraph), and confirmation whether product names stay in French.

What not to do

Bid per target word when you meant source.

Clarify which count you use.

Accept “translate the website” without access.

Name pages or export format.

Promise native-level without domain fit.

A great literary translator is a risky pick for API docs unless they show it.

Ignore locale.

Spanish for Spain vs Mexico matters. Say which you deliver.

Non-native English in the proposal itself

Many translators write proposals in English for English-speaking clients. Clean, simple sentences win. If your English is fine but stiff, read non-native English proposal mistakes before you send.

FAQ

They want “certified” translation.

Confirm country and document type. If you are not sworn, say who you partner with or decline.

NDA and confidential files.

One sentence: you sign theirs or use standard mutual NDA; files deleted after [period] if they require.

They compare three translators on price only.

Anchor on process: glossary, rounds, file prep. Cheap without rounds is expensive.

Machine translation in the post.

Quote MTPE explicitly with different rate and quality expectations.

Before you send

Run the proposal checklist and add:

• Language pair direction is explicit
• Word count basis and PDF/OCR caveat included
• Glossary / terminology handling mentioned
• Number of review rounds and comment format stated
• Turnaround band matches their deadline or you proposed rush terms

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Bottom line: translation proposals win on clarity of process, not claims of fluency. Pair, count, glossary, rounds: nail those four and you look like someone who has shipped files, not someone who once passed a school exam.