• Mariana Roccia

5 Reasons Why I Need to See Your Documents Before Issuing a Quote

This can be extremely frustrating. I know. You are in a hurry. You need your documents translated and you just want a straight answer. However, there is a logic behind the “I-really -need- to -see- your- documents-if-you-want-any- accurate-numbers.” This blog post explains why this is helpful for you.


Quite often I receive requests to produce a quote for a document before receiving it. My ultimate goal is to provide a high-quality service and a tailor-made solution for my clients. Perhaps you need an urgent official translation of your academic records, or maybe you have a social media copy you would like to get translated into Spanish. Regardless of the type of project, you will need a quote in order to get the translation started.


There may be several reasons why the final version of the document may not be readily available. Sometimes clients are waiting for one of their company departments to produce the final checks, add a table or even stamp and sign the document. Individual clients, for instance, may be waiting for the legalisation office to send the legalised version of an academic degree. The reasons are endless.


Whenever this happens, I am happy to provide an estimate, which is a non-binding approximate price subject to change. On the other hand, a quote will give you an exact fixed price and specify what is and is not included in the service. Once received, this will not be modified on acceptance by the client. Having access to the final version of the document allows me to be precise and meet your needs. Here are 5 reasons why I need to see your documents before issuing a quote.


1)- To confirm the word count

It is generally assumed that a professional translator can produce an average of 2,500 words per day. However, not all texts are the same and other aspects such as the level of technicality and layout must be considered and even how “creative” the project is: for instance, a 250-word marketing blurb for a sustainable beauty company can take as much time as a 1,500-word privacy policy notice. Therefore, the word count only provides a partial picture since content is always king.


2)- To assess the amount of research that will go into the translation

Words do not just exist in isolation. Words communicate ideas, some of which can be very intricate to translate into another language without careful examination. Every document will have a certain degree of complexity: it could be as short as an acronym or take up a whole paragraph.


Therefore, ensuring consistency and that the right terminology is being used is fundamental in order to produce a high- quality translation. For press releases, for instance, researching a company’s brand to ensure that the content accurately communicates its tone of voice and company values is an essential step a professional translator will never overlook.


All these are crucial elements that paint the general picture of the timescales and the overall cost of the project. The subject matter of the document should never be underestimated, and this can only be judged once I have seen the whole document.


Handwritten document

3)- To check its legibility and format

Even in this modern day and age, not all documents are digitally produced. In many parts of the world, personal documents are still handwritten. Naturally, inaccurate spelling, poor handwriting, grammar issues and punctuation may create problems, not only for translation.


Tables, non-editable formats and figures can also become a translator’s worst nightmare: The amount of time that can go into ensuring that the right format is kept can be one of the main reasons for a project to take longer than expected. To make the translation cost-effective for you, please provide a clear digital version of your documents, and in an editable format whenever possible.

4)- To give an accurate turnaround

Timescales are crucial, especially when the documents are urgent. Perhaps you are launching a seasonal campaign and deadlines are tight, or you have a visa appointment. A quote will consider any specific requirements regarding urgency.


I will ensure there is sufficient time to perform a deep revision of the document and QA checks. If any documents need posting, this will also be considered within the quote so you receive them promptly.


5)- To avoid misunderstandings

Receiving a quote will give you peace of mind and the certainty that there will be no hidden surprises. You will have clear answers regarding the cost and what it includes, the timescales, and how the project will be delivered. I will also provide information regarding payment so that if you decide to accept the quote, I can get started straightaway.


At M.R. Language Services I take pride in delivering always on time. I strive to give you a stress-free experience so you can have your documents completely ready for when you need them.


Once I receive your request and the documents that need translation, I will produce a quote within 2 hours.


Get in touch and let’s discuss your project today.




Mariana Roccia is a certified translator and language teacher working between English and Spanish. Her specialisms are law, business, and academia. She holds an MA in Linguistics and an MA in Environmental Humanities. In addition to working as a translator, she is also involved in language research and regularly presents her findings in the field to the industry. She co-convenes the International Ecolinguistics Association, a network of over 1,200 researchers around the world, and is the Co-Editor of the book series Bloomsbury Advances in Ecolinguistics. She is a Member of the Chartered Institute of Linguists (CIOL), Member of the British Association for Applied Linguistics (BAAL) and Committee Member of the Institute of Translation and Interpreting’s Western Regional Group. Keep in touch with Mariana on LinkedIn, Facebook and Academia.edu.