Contract template for translators
Translators handle contracts, medical records, unreleased products and personal documents, so confidentiality is the first clause clients look for. Say how files are stored, whether you use machine translation or online tools on their text, and whether subcontractors ever see it.
The disputes tend to be about quality claims. A reviewer at the client's office prefers different terminology and calls the translation wrong. The source text had errors that carried through. The contract should separate errors from preferences, give a window for raising issues, and say that the client is responsible for the source and any glossary they want followed.
Not legal advice. This is a plain-language starting point, not a contract drafted for your situation or your country. For anything large or unusual, have a lawyer where you work read it before you sign.
Clauses specific to translators
- Confidentiality. The translator keeps all client texts confidential, stores them securely and does not paste them into public online tools. Texts are not shared with subcontractors without the client's permission.
- Source text. The client is responsible for the accuracy of the source text. Changes to the source after work starts are quoted as additional work.
- Terminology. If the client wants specific terms used, it supplies a glossary or style guide before work starts. Preferences not supplied in advance are not treated as errors.
- Complaints and corrections. The client reports errors within 14 days of delivery with examples. Translation errors are corrected free of charge. Style preferences are revised at the hourly rate.
- Translation memory. Translation memories and glossaries built by the translator remain the translator's working tools. The client receives the delivered translation and may request a copy of the project memory on request.
- Certified translations. Certified translations confirm that the translation is accurate to the source. The translator does not verify the authenticity of the original document.
The clauses every freelance contract needs
- Parties. Who the agreement is between: your legal name or business, the client's legal entity, and the addresses of both.
- Scope of work. What you will deliver, in what form, and what is explicitly not included. Refer to the quote or proposal by number if it lists the details.
- Fees and payment terms. The total fee or rate, the currency, any deposit, when invoices are issued and how many days the client has to pay.
- Late payment. What happens when an invoice is late: interest or a fixed fee if you want one, and your right to pause work until the account is settled.
- Changes and revisions. How many revision rounds are included, what counts as a change of scope, and how extra work is priced and approved.
- Timeline and client delays. Key dates, and that deadlines move when the client is late with feedback, content or approvals.
- Ownership and licence. Who owns the finished work and when (usually on full payment), what the client may use it for, and what you keep, such as your tools, templates and know-how.
- Confidentiality. Both sides keep the other's non-public information private, during the project and after it.
- Cancellation. How either side can end the agreement, the notice required, and payment for work done up to that point.
- Liability. A cap on what either side can claim, often the fees paid under the agreement, and no liability for indirect losses.
- Governing law. Which country's law applies and where disputes are heard. Usually where you are based.
A plain-language sample
Copy it, fill in the brackets, and cut what doesn't apply. Shorter is fine as long as the scope, the money and the rights are clear.
1. Parties
This agreement is between [Your name or business], the translator ("we"), and [Client legal name], the client ("you"), and starts on [date].
2. The work
We will deliver the work described in quote [number], dated [date]. Anything not listed there is outside this agreement and will be quoted separately before we start on it.
3. Confidentiality
The translator keeps all client texts confidential, stores them securely and does not paste them into public online tools. Texts are not shared with subcontractors without the client's permission.
4. Source text
The client is responsible for the accuracy of the source text. Changes to the source after work starts are quoted as additional work.
5. Terminology
If the client wants specific terms used, it supplies a glossary or style guide before work starts. Preferences not supplied in advance are not treated as errors.
6. Complaints and corrections
The client reports errors within 14 days of delivery with examples. Translation errors are corrected free of charge. Style preferences are revised at the hourly rate.
7. Translation memory
Translation memories and glossaries built by the translator remain the translator's working tools. The client receives the delivered translation and may request a copy of the project memory on request.
8. Certified translations
Certified translations confirm that the translation is accurate to the source. The translator does not verify the authenticity of the original document.
9. Fees and payment
The fee is [amount and currency]. We invoice [a deposit of X on signing and the balance on delivery / monthly in arrears]. Invoices are due within [14] days. If an invoice is more than [14] days late we may pause work until it is paid.
10. Changes
The quote includes [number] rounds of revisions. Further changes, or changes to work you have already approved, are charged at [rate] once you have agreed to the cost in writing.
11. Delays
Dates in the quote assume you send feedback and material on time. If you are late, the dates move by at least the same amount.
12. Confidentiality
We both keep the other's non-public information confidential, during this project and after it ends.
13. Ending the agreement
Either of us can end this agreement with [14] days' written notice. You pay for the work done up to the end date, and anything already paid for is yours to use under the terms above.
14. Liability
Neither of us is liable for indirect or consequential losses. Our total liability under this agreement is limited to the fees you have paid under it.
15. Law
This agreement is governed by the law of [country], and disputes are heard by the courts of [city or country].
Signatures
Translator: [name, date]. Client: [name, title, date].
Questions translators ask
Do translators need a confidentiality agreement?
Most clients will want one, and many will send their own. Having a confidentiality clause in your standard terms covers the common case and answers the question about online tools and machine translation before it is asked.
Who owns the translation memory?
It is often unclear, which is why it is worth a clause. Many translators keep the memory as their own working tool and give the client the translation itself, with a copy of the project memory when asked.
What if the client says the translation is wrong?
Ask for specific examples, then sort them into errors and preferences. Fix errors free. For preferences, offer to revise at your hourly rate and ask for a glossary for next time. A contract clause that makes this distinction keeps the conversation short.
Get it signed without printing it
OIO has contract templates built in (service agreement, retainer, IP assignment, NDA) that you edit to fit, sign in the Sign app and send as a PDF. The contract sits next to the project and its invoices. Free plan, no card.
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