“We agreed on 500 euros, but he says he meant 500 for the entire project, not just part one.” You can find this story retold in hundreds of variations across translation forums - different amounts, languages, countries, but the same core issue: there was no contract, and each side understood the deal differently. If you’re a freelance translator still working on trust and messenger chats alone - this one’s for you.
Why you need a contract (even when “everything’s clear”)¶
Short answer: because without one, you’re unprotected.
An experienced translator on ProZ shared that in 20+ years of freelancing, she got stiffed twice - once by an individual client, once by an agency that went bankrupt. In both cases, without a contract, she couldn’t prove anything. This isn’t rare - forums are full of stories where clients simply stopped responding after receiving the finished translation.
A contract does three things:
- Locks in the agreement. What exactly you’re translating, for how much, by when, who’s responsible for what. No more “I thought you meant something else.”
- Protects against non-payment. With a contract, you have legal grounds to demand payment. Without one - all you have is “he promised me on Telegram.”
- Sets the rules. How many free revisions are included? What happens if the client disappears for a month and then suddenly “everything’s urgent”? Who pays for cancellation?
For international work, a contract is practically mandatory - without one, you can’t process foreign currency through your bank (if you’re a sole proprietor in Ukraine) or prove income for German tax authorities.
Clause 1: Scope of work - what exactly you’re translating¶
Seems obvious, but this is where 80% of conflicts begin.
Spell out clearly:
- Document type: contract, diploma, medical report, marketing copy, subtitles - these are fundamentally different types of work with different complexity and rates.
- Language pair and direction: “from Ukrainian to German” - not just “translation into German” (because the client might change their mind and send you a Russian text instead).
- Volume: word count, page count, minutes (for audio/video). If the exact volume isn’t known upfront, state “estimated volume - 5,000 words, final cost calculated based on actual word count.”
- Format: source file (.docx, .pdf, .srt) and delivery format.
- What’s NOT included: layout, DTP, image adaptation, notarization - anything the client might expect “by default” but you didn’t price in.
Typical scenario: a client sends you a 10-page contract for translation from German to English. You quote, translate, deliver. Then they say: “Where’s the translation of the appendices? There are 15 more pages of tables.” If your contract states “translation of the main contract text, 10 pages, excluding appendices” - you’re covered. If it just says “contract translation” - the client has a point.
Clause 2: Deadlines and timelines¶
Translation work runs on deadlines. And timelines are the second biggest source of conflicts after payment.
What to include:
- Date you receive the materials from the client - this is your starting point. Not “we discussed it on Monday,” but the specific date you received the final version of the text to translate.
- Delivery deadline - a specific date and time (with time zone, if the client is in another country).
- What happens if the client is late. If the client promised materials on Monday but sent them Wednesday - your deadline automatically shifts by the same 2 days. This needs to be in writing.
- Rush translation terms. If the client wants a 5-day job done in 24 hours - that’s a separate rate (typically +30-50% on top of the standard price).
Pro tip: if you work across time zones, always specify time in a specific zone. “End of business Friday” in Kyiv and Berlin is different, and in Toronto it’s practically a different day.
Clause 3: Pricing and payment terms¶
The most painful clause. And the most important - because without clear payment terms, the rest of the contract is meaningless.
Pricing format¶
Be explicit about how you charge:
| Format | When to use |
|---|---|
| Per word (source) | Standard for most text translations. Typical rates: €0.06-0.14 per word EN>DE |
| Per page | Fixed-format documents (certificates, diplomas, official letters). Typically: €25-60 per page |
| Per hour | Editing, MTPE, consulting. Typically: €30-60 per hour |
| Per project | Large projects with a clear scope. Fixed fee for the entire body of work |
Payment terms¶
Several proven approaches:
- 100% upfront - for new clients and individuals. Yes, this is normal and professional. Experienced translators on forums recommend this approach for working with private individuals - after getting stiffed a couple of times, it becomes an iron rule.
- 50% upfront + 50% on delivery - the gold standard. The client sees you’re serious, you have a guarantee they won’t disappear.
- Payment after delivery, net 14-30 days - for regular clients and agencies you already trust. In Germany the standard term is 30 days, in Ukraine it’s 14 days.
What else to include¶
- Currency. Euros, dollars, hryvnias - clear and unambiguous.
- Payment method. Bank transfer, PayPal, Wise - be specific.
- Late payment penalties. Standard is 1-2% of the total per week of delay. Even if you never actually enforce these penalties - the fact that they exist in the contract keeps clients honest.
- Additional costs. Notarization, courier delivery, rush fees - anything that might add to the base price.
Clause 4: Revisions and acceptance¶
One of the most dangerous clauses to skip. Without clear revision rules, clients can rewrite your translation endlessly - and assume it’s all included in the price.
What to include:
- Number of free revision rounds. Standard is 1-2 rounds. This means after delivery, the client can request specific fixes once or twice at no extra charge.
- What counts as a revision vs. a new order. “Fix the company name spelling” - that’s a revision. “Rephrase 30% of the text because the marketing message changed” - that’s a new order at additional cost.
- Acceptance period. For example: “If the client provides no feedback within 7 business days of delivery, the work is considered accepted.” Without this clause, a client could come back 3 months later with revisions.
- Who reviews quality. If the client involves a third party (e.g., another translator for a review) - which of their findings qualify as grounds for free revisions, and which don’t.
Real case from a forum: a translator delivered a 50-page contract translation. The client showed it to their lawyer, the lawyer “edited” 40% of the text (not because there were errors, but because they preferred a different style). The client came back: “Fix everything the lawyer marked.” Without a revision clause - that’s your headache. With one - you calmly say: “Stylistic changes are a separate order, here’s the quote.”
Clause 5: Confidentiality¶
Translators see contracts, medical records, financial reports, patents, personal correspondence. Confidentiality isn’t a formality - it’s the foundation of trust.
What to include:
- Non-disclosure obligation regarding document contents. This covers both the text itself and the very fact that the translation exists (for example, if the client is a public figure).
- Restrictions on AI tool usage. This is a new and very relevant clause. If you use ChatGPT or Claude as an assistive tool, the client needs to know their document is being uploaded to an external service. Some clients (especially law firms and pharmaceutical companies) are categorically against this - and they have every right to be.
- Data retention. How long you keep the source text and translation after delivery. For GDPR compliance (if the client is in the EU) - specify a concrete period, say 6 months, after which all data is deleted.
- Translation Memory. Per ATA (American Translators Association) standards, the translator retains rights to their TM databases, glossaries, and termbases, even if the translation is handed over to the client. But this needs to be in writing - otherwise the client may assume they purchased the database too.
Clause 6: Copyright and usage rights¶
Here’s an important nuance that many translators don’t think about.
A translation is a copyrighted work. By default (in most jurisdictions), the translator is the author. But the client pays money and wants to use the translation freely. So the contract needs to clearly state:
- Whether you transfer all rights or grant a usage license. For most commercial translations (contracts, marketing copy, documentation), the standard is full rights transfer to the client after payment.
- Whether you can use the translation in your portfolio. If you want to show samples of your work to potential clients - this needs to be in writing. Obviously, without confidential information and with proper anonymization.
- Usage restrictions. For example, you translated text for a website, but the client used it in a print campaign with a 100,000-copy run. For creative and marketing translation (transcreation), this could be grounds for additional compensation.
For standard document translation (diplomas, certificates, contracts), it’s usually simpler: full rights transfer after full payment. You translated it, you got paid, the client does whatever they want with it.
Clause 7: Cancellation, force majeure, and kill fees¶
Projects fall through. Clients change their minds. Deals collapse and translations are no longer needed. You’ve already spent 3 days working. Who pays?
Kill fee (cancellation compensation)¶
A kill fee is the amount the client pays if they cancel after work has begun. Standard approaches:
- Before work starts - full refund of the advance (minus admin costs, e.g. 10%).
- Work started, less than 50% complete - client pays for work actually done + 25% of the remaining amount.
- Work more than 50% complete - client pays 100% of the total.
Some translators keep it simpler: the advance (50%) is non-refundable under any circumstances. That works too.
Force majeure¶
A standard clause: circumstances beyond control (war, natural disasters, epidemics, serious illness) release both parties from liability. For us Ukrainians, this clause is unfortunately all too relevant. Specify that in case of force majeure, the parties negotiate new deadlines or refund payment proportionally to work completed.
Contract termination¶
Both parties have the right to terminate the contract with notice (e.g., 5 business days). The consequences of termination are the same as cancellation: payment for work actually completed.
Which format to choose: full contract or terms of service¶
Not every job needs a 10-page contract. Here are three formats that work in practice:
1. Full contract (for large projects and new clients)¶
Two copies, signatures from both parties. Use this for projects worth €500+ or when the client is a company with a legal department. In Germany, this is typically a Werkvertrag (work contract), or for long-term collaboration - a Rahmenvertrag (framework agreement).
2. Auftragsbestätigung / Order Confirmation (for regular clients)¶
A short order confirmation: what you’re translating, for how much, by when. 1-2 pages. References your general terms (AGB/Terms & Conditions), which the client accepts once.
3. General Terms & Conditions on your website or in emails¶
A public offer - you describe your standard terms, the client accepts them by placing an order. Works for small one-off jobs. BDÜ (the German Federal Association of Interpreters and Translators) has a standard template for such terms - Allgemeine Auftragsbedingungen für Übersetzer.
Pro tip: even if you work without a formal contract, at least send the client an email confirming all key terms before starting work. “Confirming: translation of 3,000 words DE>EN, €0.08/word, deadline Friday 6:00 PM CET, payment within 14 days of delivery.” The client replies “ok” - and that’s already better than nothing.
Common mistakes to avoid¶
Here are the most frequent mistakes I’ve collected from ProZ forums, BDÜ resources, and translator Telegram communities:
- Working without any written agreement. Even an email confirmation is better than nothing. A verbal agreement = it doesn’t exist.
- Not specifying the contract language. If you’re working with a German client - the contract should be in German. With a Ukrainian client - in Ukrainian. If the contract is bilingual, specify which version prevails in case of discrepancies.
- Forgetting about non-compete clauses. Some agencies include a clause that you can’t work with their clients directly. Read these carefully - they can restrict you for years.
- Not vetting the client. Before signing with a new client (especially an agency), check them on ProZ Blue Board, LinkedIn, look for reviews. In 2024, WCS Group from the Netherlands went bankrupt - and many translators were left with unpaid invoices.
- Agreeing to “payment after publication.” You translated it, the client “hasn’t published yet” and doesn’t pay. Your work is done - payment should be tied to delivery, not publication.
- Not defining scope. “Translate the website” - how many pages? What if they add new ones? Does navigation and meta tags count? The more detailed your scope, the fewer surprises.
How it works in different countries¶
If you work with clients from different countries, it helps to know the basic differences:
| Aspect | Ukraine (sole proprietor) | Germany (Freiberufler) | International clients |
|---|---|---|---|
| Contract form | Service agreement + acceptance act | Werkvertrag or Rahmenvertrag | Freelance Service Agreement |
| Standard payment term | 5-14 days | 14-30 days | 30 days (net 30) |
| Currency | UAH | EUR | EUR or USD |
| Required? | Recommended, mandatory for foreign trade | Recommended | Recommended |
| Signature | Digital or physical | Electronic or physical | Electronic (DocuSign, HelloSign) |
For sole proprietors in Ukraine working with foreign clients, a contract is practically mandatory - without one, your bank won’t process the foreign currency transaction. For freelance translators in Germany, a Werkvertrag is standard practice, though not formally required for one-off jobs.
Minimum checklist for your first contract¶
If you’re putting together your first contract or reviewing an existing one - here’s a checklist covering the essentials:
- Who you are and who the client is (full legal details of both parties)
- What you’re translating (document type, language pair, volume, format)
- By when (deadline, time zone, what happens if there’s a delay)
- For how much (rate, total amount, currency)
- How and when payment happens (advance/post-delivery, method, late penalties)
- How many revisions are free (number of rounds, acceptance period)
- Confidentiality (obligations of both parties, AI restrictions, data retention)
- Copyright (who owns the translation after payment)
- Cancellation and force majeure (kill fee, termination terms)
- Jurisdiction and language (which law applies, which language version prevails)
You can base your contract on BDÜ templates (for Germany), ATA templates (for international clients), or adapt a standard Freelance Service Agreement to your needs. The key is not leaving these points “for later” and not relying on the client’s goodwill.
FAQ¶
Do freelance translators legally need a written contract?¶
Legally - no (except for foreign trade operations for sole proprietors in Ukraine). Practically - yes, always. Even if it’s not a full contract but an email confirmation with key terms. Verbal agreements are nearly impossible to prove in court, and messenger conversations are tricky - though theoretically possible.
Do I need a separate contract for every job?¶
For one-off clients - yes, or at least an order confirmation. For regular clients, it’s more practical to sign a framework agreement (Rahmenvertrag) once, then do a brief confirmation for each job with the scope, price, and deadline.
How much should I ask for as an advance from a new client?¶
The standard is 50%. For individuals and clients with no track record - 100%. Don’t feel awkward asking for an advance - it’s normal business practice. A serious client won’t be offended, and an unserious one isn’t worth your time.
What if the client refuses to sign a contract?¶
Red flag. If a client won’t commit to putting the agreement in writing - that’s a reason to think twice. At minimum, send an email with all key terms and ask them to confirm. If they refuse even that - seriously consider whether this client is worth the risk.
Who pays for the legal translation of the contract itself?¶
Each party covers their own copy. But since you’re a translator yourself, you typically prepare the contract in the client’s language (or bilingual) at your own expense - it’s part of your business costs. For standard contracts between translators and clients, this isn’t complicated.
Can I use electronic signatures?¶
Yes. In the EU, electronic signatures (including DocuSign, HelloSign) are legally valid under the eIDAS Regulation. In Ukraine, digital signatures through Diia or bank-issued keys are also legally binding. For international clients, electronic signatures are actually more convenient than physical ones.