AI by NicheJob 6 of 16ChatGPTGemini
Set a rate card for translation, revision and proofreading
Quoting different rates each time for translation, revision and post-editing confuses clients and undersells you. A clear rate card makes quoting fast and consistent. One line on what each service includes, and what it does not, also answers the question of how revision differs from proofreading before the client has to ask.
Time: 15 minutesTool cost: you can start with a free AI tool
Steps
- List each service and how you charge for it: translation per source word, revision (checking another translator’s work against the source), proofreading (the target text only), machine translation post-editing, and any certification. Add your minimum fee and rush surcharge.
- Write, in your own words, one line on what each service includes and one on what it does not. The definitions are yours: the AI only tidies them.
- Example (made up, for illustration only): a Dutch into English translator defines proofreading as checking the English for errors without comparing it with the Dutch, and revision as a full comparison with the source. Her card puts that difference next to each rate, so a client can see why revision costs more.
- Run the prompt below with your rates and definitions.
- Check every number against your list, and say whether prices include VAT if you are VAT-registered. Put the date on the card.
- Save it as a PDF to send with quotes, and review it once a year or whenever you change a rate.
The exact prompt
Build a one-page rate card for [MY NAME], a [LANGUAGE PAIR AND DIRECTION] translator. Use only my rates and my definitions below. Do not change, round or suggest any rate, and do not add any service I have not listed. Layout: a table with the columns Service, What it includes, What it does not include, How it is charged, Rate. Under the table, lines for minimum fee, rush surcharge (and what counts as rush), certification fee, VAT [INCLUDED IN EVERY PRICE / NOT REGISTERED / ADDED, FOR BUSINESS CLIENTS ONLY], payment terms and the date. Then add three plain sentences that help a client choose between translation, revision, proofreading and post-editing, using only my definitions. Plain [British] English. My rates and definitions: [PASTE]
✓ Check before you send
- Every rate, fee and surcharge is yours, copied exactly.
- Each service says what it includes and what it does not, in words a client would understand.
- The minimum fee and what counts as a rush job are stated.
- It is clear whether prices include VAT.
- The card is dated, so you know which version a client saw.
UK notes extra
- UK: if you sell to individuals, for example certified translations of personal documents, show the full price, including VAT if you are VAT-registered and any other charge the customer has to pay. If the final price depends on the word count, say clearly how it will be worked out. CMA: providing clear and accurate information about prices (summary, UK).
- UK: for invoices to business clients, GOV.UK explains payment terms and what you can do if a business pays late. GOV.UK: late commercial payments, interest and debt recovery.
- Institute of Translation and Interpreting (ITI).
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑