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How to write your Translation Services Contract
We include this 6 page template with Advertising/Marketing Contract Pack and the Proposal Kit Professional. You will get more content and software automation for data merging, managing client documents, and creating proposals with line item quoting with a Contract Pack or the Professional.
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Use cases for this template
St. Marin Health's Rapid Language Access Overhaul
The Challenge
St. Marin Health faced a surge of Spanish, Somali, Vietnamese, and Arabic patients, while a state audit flagged inconsistent interpretation services and slow written translation services that delayed discharge and consent forms.
The Solution
Partnering with LinguaNorth LLC under a translation services agreement, the hospital set clear specifications for meaning-for-meaning patient materials versus word-for-word legal records, required proofreading and additional linguist review, and mandated secure & confidential handling with secure online intake, digital PDF delivery, and hard copy options.
The Implementation
Using Proposal Kit, the compliance team assembled a Language Access Plan, ordering instructions, and a pricing sheet via line-item quoting, then used the AI Writer to generate triage playbooks and SOPs that mapped language pairs to turnaround time tiers, including 24-hour turnaround and expedited processing for ER cases.
The Outcome
Turnaround time dropped by 38%, per-page pricing stabilized budgets, caregivers received formatting, included documents fit for official use when needed, and the audit closed cleanly as meaningful communication improved across the hospital.
Aurora Robotics' Multimarket Launch with Government-Ready Translations
The Challenge
Aurora Robotics prepared international business agreements, product safety filings, and IP documents for Japan and the EU, requiring certified translation packages accepted by governments with a certificate of accuracy, notarization, and apostille/e-apostille.
The Solution
Veritas Translations Inc. staffed professional human translators for Japanese, German, and French and configured the contract to deliver signed and stamped sets with wet ink stamps or a digital certificate, plus translator notes and revision included for regulatory clarifications.
The Implementation
Aurora used Proposal Kit to create a market-entry proposal, a compliance checklist, and a regulatory brief; the AI Writer drafted study summaries and ordering information, while line-item quoting produced a granular budget that covered expedited processing, 24-hour turnaround items, and notary public coordination.
The Outcome
All filings were accepted on first submission, the company executed two distributor deals within the launch window, and document acceptance standards were institutionalized for future language pairs without overruns.
Rivers & Vale LLP Saves a Compressed Court Calendar
The Challenge
With hearings looming, Rivers & Vale LLP needed Ukrainian-English and Farsi-English exhibits certified for court proceedings, including a certificate of translation accuracy and notarization by a Kentucky notary public under tight deadlines.
The Solution
BridgeWords Services agreed to professional translation with additional linguist review, formatting included, and secure information protocols, specifying word-for-word for evidentiary records and meaning-for-meaning for client declarations.
The Implementation
The firm used Proposal Kit to assemble a case translation plan, client-facing ordering information, and a risk memo; its AI Writer produced checklists and a timeline report, while line-item quoting pegged per-page pricing and flagged items needing 24-hour turnaround and expedited processing.
The Outcome
The court accepted every exhibit on the first try, digital PDF delivery plus hard copy backups arrived on time, costs stayed predictable, and clients reported clearer communication throughout the case.
Abstract
This contract summary explains a flexible agreement for written translation services and interpretation services between a customer and a translation provider. It sets the scope of work, timelines, and quality controls to support meaningful communication and language access. The services can include translation of documents, live interpretation, research and peer review, and even language or cultural training. The parties can define whether a project needs a meaning-for-meaning approach or word-for-word standard translations, depending on the audience and risk.
Exhibit B (Specifications) is the engine of the translation process. It captures ordering information and ordering instructions, language pair, turnaround time, and whether proofreading, additional linguist review, translator notes, formatting included, and revision included are required. Delivery options can include secure online transfer, digital PDF delivery, and hard copy.
For official use, the specifications can call for a certified translation with a certificate of accuracy or certificate of translation accuracy, notarization by a notary public (for example, a Kentucky notary public), and apostille or e-apostille under the Hague Convention. Documents can be signed and stamped, with wet-ink stamps or a digital certificate, to improve document acceptance for immigration filings, court proceedings, and international business agreements. Rather than relying on an acceptance guarantee, the parties document each step needed for materials accepted by governments. A language list can be scoped for Spanish, French, Japanese, Arabic, Italian, Farsi, Russian, German, Hebrew, Portuguese, Korean, Ukrainian, Thai, Polish, Khmer, Somali, and Vietnamese.
Exhibit A functions as the pricing sheet, with per-page pricing and any expedited turnaround or 24-hour turnaround fees. The agreement includes confidentiality (secure & confidential handling of secure information), independent contractor status, insurance, indemnification, and limits on damages. It also sets a review process: the customer can accept or reject deliverables within 30 days, with corrections at no cost when out of spec.
Ownership rights clarify the translator's materials and a license to the customer. In public procurement, this form can back a statewide contract, align with an original solicitation, and support a vendor search; buyers compare the bid tab to identify the winning bid using multi-column sorting, partial word matching, and exact phrase filters.
Common use cases include translating vital records for immigration filings, localizing sales materials for international business agreements, court-related exhibits, and on-demand interpretation for hearings or clinics.
Proposal Kit can streamline creating this agreement and its exhibits using document assembly, automated line-item quoting for the pricing sheet, and its AI Writer to build supporting documents. Its extensive template library helps teams produce consistent, easy-to-use packages.
Beyond the basic scope and pricing mechanics, this agreement benefits organizations by creating a governance framework for professional translation at scale. It allows procurement and program managers to standardize intake, define service tiers, and align quality with risk across departments. By naming review windows and acceptance criteria, the customer can enforce measurable KPIs while giving professional human translators enough time for context checks, terminology alignment, and subject-matter consultation.
The contract also anticipates real-world change management: when priorities shift or volumes spike, amendments can document revised timelines, scope, or budget, including fees for expedited processing when critical filings or hearings arise. This prevents disputes and protects the continuity of service.
Working teams can operationalize the agreement by setting routing rules for urgent jobs, flagging when a project requires sworn statements or government-ready deliverables, and pre-approving playbooks for sensitive content. Program owners can supplement the exhibits with glossaries, style guides, and confidentiality protocols by content type (legal, medical, HR), which preserves consistency as language pairs evolve. Clear escalation language helps managers balance quick turnarounds with accuracy and ensures that revisions are handled clearly rather than informally over email.
Proposal Kit can help organizations stand up this framework quickly. Using its document assembly and template library, teams can produce master agreements, exhibits, and tailored ordering forms in one package, then generate change orders and amendments without rework. Automated line-item quoting speeds consistent pricing across projects, while the AI Writer can create supporting instructions, checklists, and SOWs that reflect your service tiers for professional translation. This approach cuts writing cycles, improves team alignment, and makes it easier for stakeholders to request and receive the right level of service on time.
Additional points in this contract shape risk, cost control, and continuity. The term runs until either party gives 90 days' written notice, with a structured handoff of files and materials at termination. Financial terms are tight: Exhibit A governs payments, and late charges can accrue at 1.
5% per month, and the translator may stop work or pursue remedies for nonpayment. The warranty is limited to bringing nonconforming work into spec; damages are capped at the amounts paid, with no consequential damages and a one-year limit to bring claims. The customer indemnifies the translator for materials it supplies, an important safeguard when translating regulated or sensitive content.
Insurance, independent contractor status, and equipment responsibilities are clear. Expenses require advance written approval, which helps budget owners prevent scope creep. The review clause gives the customer up to 30 days to accept or reject deliverables, ensuring revisions are handled within a documented process.
Marketing permissions allow the provider to reference performance metrics and samples; teams should align this with confidentiality needs. The agreement also includes venue selection, attorney's fees, derivative works rights, and force-majeure protections.
In practice, enterprise users can embed KPIs such as on-time delivery rates, error thresholds, and completeness checks for certified translation packages (certificate of accuracy, certificate of translation, notarization, apostille, or e-apostille). That clarity shortens approval cycles and supports document acceptance for official use across audits, compliance reporting, investor relations, HR onboarding, and cross-border projects.
Proposal Kit can help operationalize these controls by assembling tailored clauses, exhibits, and ordering forms, generating statements of work, and producing consistent change orders and amendments. Its AI Writer aids in writing instructions and checklists that guide professional human translators, including escalation paths and expedited processing rules.
How to write my Translation Services Contract document - The Narrative
TRANSLATION SERVICES AGREEMENT
THIS AGREEMENT is made this Current Day day of Current Month, Current Year by and between Company Name ("Translators") and Company Name ("Customer").
In consideration of the mutual covenants set forth in this Agreement, Customer and Translators hereby agree as follows:
Services
Translators shall, during the Term (as defined below) provide to Customer Translation Services described below (the "Services" or "Work Product"), at such times as Customer may reasonably request.
Services include, but are not limited to:
Translation of printed or electronic documents. Live translation or interpretation of spoken language. Translation research or peer review. Language instruction, cultural training, or advice.
Enter Additional Service or Work Product Description here.
Specifications
Translators agree to perform the services pursuant to the specifications set forth in Exhibit B attached hereto (the "Specifications").
Term of Service
Term of this Agreement shall commence on Start Date and shall continue in full force and effect until terminated by either party upon at least ninety (90) days prior written notice. Absent a termination notice, no event (except breach) may cause this Agreement to be terminated prior to End Date. Upon termination of this Agreement, Translators shall transfer and make available to Customer all property and materials in Translator's possession or subject to Translator's control that are the rightful property of Customer. Translators shall make every reasonable effort to secure all written or descriptive matter which pertains to the Services or Work Product and agree to provide reasonable cooperation to arrange for the transfer of all property, contracts, agreements, supplies and other third-party interests, including those not then utilized, and all rights and claims thereto and therein.
In the event of loss or destruction of any such material or descriptive matter, Translators shall immediately notify Customer of the details of the loss or destruction in writing and provide the necessary information for a loss statement or other documentation to Customer.
Ownership Rights
Translators shall have ownership to all Translators' Materials.
"Translators' Materials" consist of all copyrightable:
Materials that do not constitute Services or Work Product (as defined in Sect 1, Services and Exhibit B, Specifications). Materials that are solely owned by Translators or licensed to Translators.
Additional material shall include, but are not limited to:
Insert additional materials
Translators shall hold all right, title, and interest in and to Translators' Material. Customer shall not do anything that may infringe upon or in any way undermine Translators' right, title, and interest in Translators' Materials, as described in this paragraph 4. Notwithstanding the above, Translators hereby grant Customer an unrestricted, nonexclusive, perpetual, fully paid-up worldwide license for the use or for the sublicense of the use of Translators' Material for the purpose of. Insert purpose Translators' Materials will be used for.
Compensation
For all of Translators' services under this Agreement, Customer shall compensate Translators, in cash, pursuant to the terms of Exhibit A attached hereto. In the event Customer fails to make any of the payments referenced in Exhibit A by the deadline set forth in Exhibit A, Translators have the right, but are not obligated, to pursue any or all of the following remedies: (1) terminate the Agreement (breach), (2) immediately stop all services, (3) bring legal action.
Mutual Confidentiality
Customer and Translators acknowledge and agree that the Specifications and all other documents and information related to the performance, production, creation or any expression of the services or work product are the property of Customer. Materials provided between Translators and Customer (the "Confidential Information") including, but not limited to, documentation, product specifications, drawings, pictures, photographs, charts, correspondence, supplier lists, financial reports, analyses and other furnished property shall be the exclusive property of the respected owner (the "Owning Party") and will constitute valuable trade secrets. Both parties shall keep the Confidential Information in confidence and shall not, at any time during or after the term of this Agreement, without prior written consent from the owning party, disclose or otherwise make available to anyone, either directly or indirectly, all or any part of the Confidential Information.
Excluded from the "Confidential Information" definition is anything that can be seen by the public or has been previously made available by the owning party in a public venue.
Limited Warranty and Limitation on Damages
Translators warrant the Services or Work Product(s) will conform to the Specifications. If the Services or Work Product do not conform to the Specifications, Translators shall be responsible to correct the Services or Work Product without unreasonable delay, at Translators' sole expense and without charge to Customer, to bring the Services or Work Product into conformance with the Specifications. This warranty shall be the exclusive warranty available to Customer. Customer waives any other warranty, express or implied.
Customer acknowledges that Translators are not responsible for the results obtained by Customer when using any Services or Work Product produced by Translators. Customer waives any claim for damages, direct or indirect, and agrees that its sole and exclusive remedy for damages (either in contract or tort) is the return of the consideration paid to Translators as set forth in Exhibit A attached hereto. No action, regardless of form, arising out of the Services rendered or Work Product, under the Agreement, may be brought by either party more than one year after the cause of action has occurred. In no event shall Translators be held liable for consequential damages.
Independent Contractor
Translators are retained as independent contractors. Translators will be fully responsible for payment of their own income taxes on all compensation earned under this Agreement. Customer will not withhold or pay any income tax, social security tax, or any other payroll taxes on Translators' behalf. Translators understand that they will not be entitled to any fringe benefits that Customer provides for its employees generally or to any statutory employment benefits, including without limitation worker's compensation or unemployment insurance.
Insurance
Translators shall maintain throughout the entire term of this Agreement, adequate general liability insurance providing coverage against liability for bodily injury, death and property damage that may arise out of or based upon any act or omission of Translators or any of their employees, agents, or subcontractors under this Agreement. Upon written request, Translators shall provide certificates from their insurers indicating the amount of insurance coverage, the nature of such coverage, and the expiration date of each applicable policy. Translators shall not name Customer as an additional insured on any applicable policy, at any time during this Agreement or as a condition of acceptance of this Agreement.
Equipment
Customer agrees to make available to Translators, for Translators' use in performing the services required by this Agreement, such items of hardware and software as Customer and Translators may agree are reasonably necessary for such purpose.
Customer agrees to make the following equipment and/or services available to Translators:
1 Expenses
Translators will not be reimbursed for any expenses incurred in connection with the Services or Work Product, whether direct or indirect, without the express written approval of Customer. Documents that are a normal part of the translation procedure or deliverables shall be agreed upon in the Specifications (Example: Setting a schedule for the number of overnight documents, proofs, etc.
2 Customer's Right of Review
Upon receipt of any agreed-upon deliverable, Customer reserves the right to use an independent review or peer review process in order to ensure that all deliverables are met to the Customer's satisfaction. Unless otherwise set forth in the specification, Customer shall have up to 30 days to either accept or reject the deliverables. Upon rejection of a deliverable, Customer must notify Translators of the rejection and submit corrections or changes that need to be made. Translator shall correct any error or non-conformance with the specifications at no cost to the Customer.
General Provisions
1 Entire Agreement
This Agreement contains the entire agreement between the parties relating to the subject matter hereof and supersedes any and all prior agreements or understandings, written or oral, between the parties related to the subject matter hereof. No modification of this Agreement shall be valid unless made in writing and signed by both of the parties hereto.
2 Governing Law
This Agreement shall be governed by and construed in accordance with the laws of the State of State. Exclusive jurisdiction and venue shall be in the County County, State Superior Court.
3 Binding Effect
This Agreement shall be binding upon and inure to the benefit of Customer and Translators and their respective successors and assigns, provided that Translators may not assign any of their obligations under this Agreement without Customer's prior written consent.
4 Waiver
The waiver by either party of any breach or failure to enforce any of the terms and conditions of this Agreement at any time shall not in any way affect, limit, or waive such party's right thereafter to enforce and compel strict compliance with every term and condition of this Agreement.
5 Good Faith
Each party represents and warrants to the other that such party has acted in good faith, and agrees to continue to so act, in the negotiation, execution, delivery, performance, and any termination of this Agreement.
6 No Right to Assign
Translators have no right to assign, sell, modify or otherwise alter this agreement, except upon the express written advance approval of Customer, which consent can be withheld for any reason. Customer may freely assign its rights and obligations under this agreement.
7 Payments
In the event Customer fails to make any of the payments set forth on Exhibit A within the time prescribed in Exhibit A, Translators have the right to withhold Services, remove Work Product from Translators' owned resources, or seek legal remedy until payment in full is paid, plus accrued late charges of 1 1/2% per month.
8 Indemnification
Customer warrants that everything it gives Translators in the execution or performance of Services, or the creation of any and all Work Product is legally owned or licensed to Customer. Customer agrees to indemnify and hold Translators harmless from any and all claims brought by any third party relating to any aspect of the Services or Work Product, including, but without limitation, any and all demands, liabilities, losses, costs and claims including attorney's fees arising out of injury caused by Customer's products/services, material supplied by Customer, or copyright infringement.
9 Use of Descriptions of Services or Work Product for Promotional Purposes
Customer grants Translators the right to use descriptive text, testimonials, performance metrics, and other images, photos and/or graphics that demonstrate the Services or Work Product for promotional purposes and/or to cross-link it with other promotional resources developed by Translators.
10 No Responsibility for Theft
Translators have no responsibility for any third party taking all or any part of the Services or Work Product, results of Services or Work Performed, or the improper use by any third party of any Services or Work Product produced by Translators.
11 Right to Make Derivative Works
Translators have the exclusive rights in making any derivative works of any Services, Methodology, or Work Product.
12 Attorney's Fees
In the event any party to this Agreement employs an attorney to enforce any of the terms of the Agreement, the prevailing party shall be entitled to recover its actual attorney's fees and costs, including expert witness fees.
13 No Responsibility for Loss
Translators are not responsible for any down time, lost files, equipment failures, acts of nature, or any damage resultant from activities considered beyond the control of Translators, such as war, riots, natural disasters, vandalism, and other events.
The parties represent and warrant that, on the date first written above, they are authorized to enter into this Agreement in its entirety and duly bind their respective principals by their signatures below:
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How to Build a Legal Contract with Proposal Kit
This video illustrates how to create a legal contract using the Proposal Pack Wizard software. It also shows how to create a proposal with an invoice and contract at the same time.
Frequently Asked Questions
How do I customize this contract to fit my business needs?
Customizing this contract involves editing the document to include your business details, terms, and conditions. The templates are designed to be flexible, allowing you to insert your company's name, address, and other relevant information. You can modify clauses to reflect your unique business practices and legal requirements.
Is this contract compliant with laws and regulations?
The legal contract templates are written by legal professionals and designed to comply with current laws and regulations at the time of their writing. However, laws can vary by jurisdiction and change over time, so it's recommended to have your contract reviewed by a local attorney to ensure it meets all legal requirements specific to your region and industry. Templates are licensed as self-help information and not as legal advice.
Can I use the same contract for different clients or projects?
You can use the same contract for different clients or projects. The templates are versatile and easily adapted for various scenarios. You will need to update specific details such as client names, project descriptions, and any unique terms for each new agreement to ensure that each contract accurately reflects the particulars of the individual client or project.
What should I do if I encounter a clause or term I don't understand?
If you encounter a clause or term in the contract that you need help understanding, you can refer to guidance notes explaining each section's purpose and use. For more complex or unclear terms, it's advisable to consult with a legal professional who can explain the clause and help you determine if any modifications are necessary to suit your specific needs.
How do I ensure that the contract is legally binding and enforceable?
To ensure that the contract is legally binding and enforceable, follow these steps:
- Complete all relevant sections: Make sure all blanks are filled in with accurate information.
- Include all necessary terms and conditions: Ensure that all essential elements, such as payment terms, deliverables, timelines, and responsibilities, are clearly defined.
- Signatures: Both parties must sign the contract, and it is often recommended that the contract be witnessed or notarized, depending on the legal requirements in your jurisdiction.
- Consult a legal professional: Before finalizing the contract, have it reviewed by an attorney to ensure it complies with applicable laws and protects your interests.
Ian Lauder has been helping businesses write their proposals and contracts for two decades. Ian is the owner and founder of Proposal Kit, one of the original sources of business proposal and contract software products started in 1997.By Ian Lauder
Published by Proposal Kit, Inc.Disclaimers
Proposal Kit, Inc. makes no warranty and accepts no responsibility for the suitability of any materials to the licensee's business. Proposal Kit, Inc. assumes no responsibility or liability for errors or inaccuracies. Licensee accepts all responsibility for the results obtained. The information included is not legal advice. Names in use cases have been fictionalized. Your use of the contract template and any purchased packages constitutes acceptance and understanding of these disclaimers and terms and conditions.
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