Terms and conditions for a translator or transcription service

A translator is judged on a text somebody else wrote and a transcriber on a recording somebody else made, and both are paid by the word for work whose quality depends on the input. The terms have to set the standard of accuracy, put source quality on the client, deal with certified translations, confidentiality and personal data, and price urgency. I draft those terms for a fixed fee of £995, delivered in five working days.

Who this is for

Freelance translators, translation agencies, interpreters and transcription services in England and Wales working for business clients, law firms, publishers and agencies, as a sole trader or a small company. These are business-client terms.

What matters in translation and transcription terms

Accuracy, standard and the source

The terms should say that translations are made with reasonable skill and care by a competent translator, that the client is responsible for the accuracy, legibility and completeness of the source text or recording, that ambiguities and errors in the source are translated or transcribed as they stand or queried at the translator's discretion, and that inaudible or poor-quality audio is marked rather than guessed. A client who wants a second reviewer should buy one.

Certified translations and what they mean

Where a certified translation is required, the terms should say what the certificate states (that the translation is, to the translator's knowledge, an accurate rendering of the document supplied), that it is not a guarantee of the source's authenticity, and that requirements of the receiving body (notarisation, apostille, particular wording) are the client's to confirm. Certification should be priced as an extra.

Confidentiality and personal data

Documents and recordings sent for translation are often confidential and often contain personal data. The terms should impose confidentiality on the translator and any subcontractor, say how files are stored and for how long, and, where personal data is involved, record that the translator processes it on the client's instructions as a processor under the UK GDPR and the Data Protection Act 2018 with the mandatory processor provisions in the terms.

Ownership of the translation

Under the Copyright, Designs and Patents Act 1988 a translation is a work in its own right and belongs to the translator until assigned. The terms should transfer ownership to the client on payment in full, keep the translator's glossaries and translation memories, and say that the client's rights in the source text are the client's own concern. Sample work and portfolio use should be addressed expressly, since most translation is confidential.

Fees, urgency, cancellation and liability

Fees are by word, hour or page with a minimum charge, invoiced on delivery or monthly for regular clients, with interest and fixed compensation on late payment under the Late Payment of Commercial Debts (Interest) Act 1998. Urgent and out-of-hours work carries a stated surcharge. Cancellation after work has started is charged for the work done. Liability should be capped at the fee for the job, with consequential loss excluded, tested for reasonableness under the Unfair Contract Terms Act 1977, and errors should be corrected free of charge where notified within a stated period.

What it costs

Customer or supplier terms and conditions, £995. One set of terms, customer-facing or supplier-facing, drafted for your business. Five working days.

Review of your existing terms, £495. You already have terms and want them checked and brought up to date. Returned marked up with my amendments and an explanation of the changes. Three working days.

Buying online forms the engagement on payment. The scope is what the terms and conditions drafting page describes, you accept the Terms of Service at checkout, and I email you within four working hours to get started. If you would rather ask something first, email me.

What you get

• A full set of bespoke terms drafted for your business, reflecting the legal requirements that apply to your business and sector
• A note in plain English explaining the terms I have drafted for you
• Liability, payment, termination and IP provisions that protect your position and are drafted to withstand scrutiny from the other side
• Guidance on how to incorporate the terms properly
• Your questions and comments answered by email or phone
• One round of amendments to finalise the terms ready for use

What is not included

• Negotiating your terms with individual customers (I am happy to quote for this as an additional service if required)
• Sector-specific regulatory compliance beyond the contract terms themselves
• Website privacy notice and cookie compliance, which I quote separately
• Terms governed by the law of another country
• Tax advice

Questions I am often asked

The client says the translation contains an error that cost them a deal. What are we liable for?

If the terms cap liability at the fee for the job and exclude consequential loss, and the error was corrected when notified, the cap applies. The reasonableness test is met more readily where the client could have bought a second review and chose not to.

Can we refuse to certify a translation of a document that looks altered?

The terms should say that certification is at the translator's discretion and covers only the accuracy of the translation, not the authenticity of the source, and that the translator may decline to certify.

Who owns the translation memory built from the client's documents?

The translator, if the terms say so, with the client owning the translations themselves. Where the client wants the memory, the terms should price it.

Related guidance and services

• Terms and conditions drafting, £995, the service this page describes
• Contract review, £495
• Terms and conditions for a freelance copywriter

This page is general guidance for businesses in England and Wales, not advice on your own circumstances. Last reviewed: September 2026. Email geoffrey@caesar.co.uk.