Translation services agreement, Harlowe Migration

Translation services agreement with word rates and turnaround bands

Translation is priced by the word and judged by the deadline, so an agreement that names neither is just a handshake. This one puts five language pairs and two rates in a table, bands the turnaround by word count, and says exactly what a certified translation is before anyone argues about whether the authority will accept it.

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Lingua Bridge Translations
Suite 3, 118 Rowan Street · accounts@linguabridge.example · +1 555 0142
Translation services agreement · Harlowe Migration · LB-TR-2026-22Page 1 of 4
Translation services agreement · Harlowe Migration · LB-TR-2026-22Page 2 of 4
Translation services agreement · Harlowe Migration · LB-TR-2026-22Page 3 of 4
Translation services agreement · Harlowe Migration · LB-TR-2026-22Page 4 of 4
Translation services agreement

This agreement is made on 2 November 2026 between Lingua Bridge Translations, called the Translator, and Harlowe Migration Services, called the Client, a migration practice that lodges translated documents with government departments for its own clients. It covers every job sent from 1 December 2026 until it is ended under clause 7.

$0.22 a word
Standard rate
$70
Minimum charge
3 days
Standard turnaround
10 days
Revision window
1. Scope and rates
1.1
What is translated
The Translator translates personal and civil documents supplied by the Client: birth, marriage and death certificates, academic transcripts, police clearances, employment references and statutory declarations. Each job is confirmed by a written order naming the language pair, the word count and the due date.
Language pair
Direction
Standard, a word
Certified, a word
Spanish and English
Both ways
$0.22
$0.28
Portuguese and English
Both ways
$0.22
$0.28
Arabic and English
Into English
$0.26
$0.32
Vietnamese and English
Into English
$0.26
$0.32
1.2
How the words are counted, and what is not included
The count is taken from the source document, not the finished translation, so the price is known before the work starts, and it is stated in the acceptance email. Figures, dates and names are counted. Outside this agreement: interpreting, sworn testimony, typesetting into a new layout, redrawing a seal as artwork, notarisation, legalisation, apostille, and lodging anything with a government department.
2. Certified translations
2.1
What certification means here
A certified translation is a complete translation of the whole document, with every seal, stamp and handwritten note described in square brackets, attached to a copy of the source, and followed by a signed and dated statement of accuracy naming the translator, the language pair and the credential held. Nothing is summarised and nothing is left out. Because authorities differ, the Client names the receiving authority before the work starts, and a translation rejected for a requirement that authority had already published is reissued at no charge within two business days.
Certification is not notarisation and not legalisation
A statement of accuracy says the translation is complete and faithful. It does not verify the source document, it does not make the document valid abroad, and it is not a notarial act. Where the receiving authority wants a notarised or legalised translation, the Client arranges that separately.
3. Turnaround
Source words
Standard
Priority
Priority surcharge
Up to 500
2 business days
Next business day
35 percent
501 to 2,000
3 business days
2 business days
35 percent
2,001 to 6,000
6 business days
4 business days
50 percent
Over 6,000
Quoted per job
Quoted per job
Quoted
3.1
When the clock starts
Turnaround runs from the acceptance email, which is sent only once every page of the source is legible and the pair and destination are confirmed. An unreadable page is queried the same business day, and the clock does not start until a readable copy arrives.
4. Fees and payment
Worked example, one job
Basis
Amount
Academic transcript, Spanish into English, certified
1,850 words
$518.00
Priority, two business days
35 percent
$181.30
Job total
$699.30
4.1
Rates, minimum charge and invoicing
Rates are the ones in the table above at the date the order is accepted, and any job under the minimum is charged at $70. The Translator invoices monthly for the jobs delivered that month, payable within 14 days, and may hold new jobs while an invoice is more than 21 days overdue. Rates may be reviewed once a year on 30 days written notice. A job cancelled in progress is charged for the words already translated, evidenced by delivering the partial translation.
5. Quality and revisions
5.1
The revision window
The Client may raise an error in writing within 10 business days of delivery, naming the passage and what is wrong. A genuine error of meaning, omission, name, date or figure is corrected at no charge within two business days. A change of preference where both renderings are accurate is a new instruction at the standard rate.
5.2
Names, spellings and the glossary
Names of people and places are transliterated as they appear in the passport or identity document the Client supplies, and where none is supplied the accepted transliteration is used and flagged in the delivery note. The parties keep one shared glossary of preferred terms. The Translator renders what the source says: it does not advise on whether a document is sufficient for an application, does not correct an error in the source, and gives no legal or migration advice.
6. Confidentiality and personal data
6.1
Handling documents about other people
Every document under this agreement is about a person who is not a party to it. The Translator treats every file as confidential, uses it only to produce the translation, and never uses a document as a sample even with names removed. A subcontract translator signs the same terms before a file is shared. Files are stored encrypted, never sent as an unprotected attachment, never put through a public machine translation service, and deleted 90 days after delivery except for one archive copy kept for 12 months so a reissue is possible.
7. Ownership, term and general
7.1
Ownership of the translation, term and law
Copyright in each finished translation passes to the Client on payment of the invoice covering it, and the Translator keeps the right to be identified as the translator on a certified document. Either party may end this agreement on 30 days written notice, and any job already accepted is finished and paid for. Clauses 6 and 7 survive the end of the agreement. Liability is limited to the fees paid for the job the claim relates to, except where the law does not allow that limit. Notices are given by email, and a variation takes effect only when both parties agree it in writing.
For Lingua Bridge Translations
Name
:
Position
:
Date
:
For Harlowe Migration Services
Name
:
Position
:
Date
:

Section by section

What each section is for, so you can keep the ones you need and drop the rest.

Parties and key facts
The translator, the migration practice and what the agreement covers, then rate, minimum, turnaround and revision window.
1. Scope and rates
What is translated, the five row rate table, how words are counted and what is outside the agreement.
2. Certified translations
What certification means here, and the callout separating it from notarisation and legalisation.
3. Turnaround
Four word count bands with standard, priority and surcharge, and when the clock starts.
4. Fees and payment
A worked example reaching $699.30, rates, the minimum charge, invoicing and cancelling a job.
5. Quality and revisions
The 10 day revision window, names and the shared glossary, and the line between translation and advice.
6. Confidentiality and personal data
Handling documents about third parties, subcontractors, storage and deletion.
7. Ownership, term and general
Copyright passing on payment, 30 days notice, liability and variations.
Signatures
A block for each party with name, position and date.

Clauses in this document

How to adapt this agreement

For a single project rather than an ongoing account, replace the monthly invoice in clause 4.1 with payment on delivery and delete the rate review, because a one off job does not need an annual mechanism. For literary or marketing translation, drop the certification section entirely and add a clause on tone, register and the right to be credited, since the value there is in voice rather than in a statement of accuracy. For a client sending regulated or medical content, add a clause requiring a second linguist to review before delivery and price it into the rate, and extend the revision window, because those errors surface later than a name spelled two ways.

Who this suits

A word rate agreement fits work where the source arrives as a document and the output is a document. It fits badly where the work is subtitling, software strings or anything measured in minutes or in strings rather than words, and forcing those into a per word rate produces a price that satisfies nobody. The other test is volume: a practice sending a handful of certificates a year does not need a shared glossary or a minimum charge, and can run on a simple quote per job. This agreement earns its length once the same two people are exchanging files every week and the arguments start to repeat.

What makes this document work

The count is taken from the source, not the output

Clause 1.2 measures the source document, so the price is known before the work starts and cannot drift because the target language runs longer. The acceptance email carries the count, which turns a quote into a record rather than an estimate.

Certification is defined, and then bounded

Clause 2.1 describes a complete translation with every seal and stamp in square brackets, attached to a copy of the source, with a signed statement naming the translator and the credential. The callout underneath then says what it is not: not notarisation, not legalisation, and no verification of the source document.

Turnaround is a table, not a promise

Four word count bands with a standard time, a priority time and the surcharge for each. Clause 3.1 then starts the clock at the acceptance email rather than at the moment a file lands in an inbox, so an illegible page delays only the job it belongs to.

Questions people ask

How much does translation cost per word?

It varies by pair, direction and whether certification is needed. This agreement charges $0.22 a word for Spanish and Portuguese into or out of English, $0.26 for Arabic and Vietnamese into English, and about six cents a word more for a certified translation, with a $70 minimum on a small job.

What makes a translation certified?

A signed and dated statement of accuracy from the translator, attached to a complete translation of the whole document with every seal, stamp and handwritten note described, plus a copy of the source. Clause 2.1 sets that out, and nothing in a certified job is summarised or left out.

Is a certified translation the same as a notarised one?

No. Certification is the translator saying the translation is complete and faithful. Notarisation is a notary verifying an identity or a signature, and legalisation or an apostille is a further step for use overseas. The callout in section 2 separates the three, and the client arranges the last two.

Are words counted in the source or the finished translation?

The source, under clause 1.2. Counting the target invites an argument at the end, because languages expand and contract at different rates. Counting the source means the price appears in the acceptance email before a single word is translated, and figures, dates and names all count.

What happens if the receiving authority rejects the translation?

Where it is rejected for a formatting or certification requirement the authority had already published, clause 2.1 requires the translator to reissue it at no charge within two business days. That is why the same clause makes the client name the receiving authority before the work starts.

How are corrections handled?

Clause 5.1 gives the client 10 business days to raise an error in writing, naming the passage. A genuine error of meaning, omission, name, date or figure is corrected free within two business days. A change of preference where both renderings are accurate is a new instruction at the standard rate.

What happens to the documents afterwards?

Clause 6.1 keeps files encrypted, never sends them as an unprotected attachment, never puts them through a public machine translation service, and deletes them 90 days after delivery except for one archive copy kept for 12 months so a reissue is possible.

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Sources

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