Breaking Down Translation Costs: What You Need to Know

If you’ve ever needed to translate a document, report, or website, you’ve probably found yourself wondering how pricing works. Is it charged per word, per hour, or per page? Are discounts available? Are there standard rates? With so much information out there, estimating the cost of a translation can seem more complicated than it actually is.

But don’t worry—we’re here to simplify it for you. In this article, we’ll walk you through how translation projects are priced, whether you need a simple certificate translated or you’re planning to expand your business into new markets and require website, administrative, financial, or even marketing translations.

1. Factors that influence translation costs

Many people assume that translation rates are fixed, but in reality, pricing depends on several key factors. Here’s what you need to consider when budgeting for a translation project:

Word count

Most translators and agencies base their rates on the number of words (or sometimes characters) in the original document. Naturally, the higher the word count, the higher the total cost. However, discounts are often available for larger projects, especially for repeat clients.

This is because professional translators use translation memories, which store previously translated content. If your document contains repeated segments, they can be reused—reducing the number of new words to be translated and lowering the overall cost.

For example, if a document contains 20,000 words but 4,000 of them are repeated, you would only be charged for 16,000 unique words, leading to significant savings.

Complexity of the content

Not all translations require the same level of expertise. A casual email or simple product description is much easier to translate than a legal contract, a financial report, or a medical study.

Specialized content requires translators with sector-specific expertise, who not only master the language but also understand the industry’s terminology and standards. In many cases, they must conduct additional research to ensure accuracy, which increases the time and effort involved and, as a result, impacts the cost.

For instance, translating an instruction manual for a household appliance is relatively straightforward. However, translating a medical study filled with technical terms and complex concepts requires extensive knowledge, justifying a higher price.

Target language

The language pair plays a big role in determining translation costs. Translating into widely spoken languages like English, French, or Spanish is typically more affordable due to the larger number of available translators and higher market competition.

However, translations into less common languages—such as Icelandic, Thai, or Swahili—tend to be more expensive. This is because there are fewer professionals working in these language combinations, making their services more in demand.

Additionally, some languages, especially those with different writing systems (like Arabic, Chinese, or Japanese), require cultural and stylistic adaptation, which may involve extra work and influence the final price.

Document format and layout

The format of your document can also affect pricing. If your file includes tables, graphics, non-editable PDFs, or complex design elements, extra time is needed to maintain the layout in the translated version.

Languages vary in text length (for example, Spanish translations tend to be longer than English), which can cause formatting issues. In such cases, desktop publishing (DTP) services may be required to adjust the layout, leading to additional costs—especially when working with design-heavy formats like InDesign or PowerPoint.

Delivery time

Need your translation in a hurry? Rush fees may apply for urgent projects. When a tight deadline is involved, translators must prioritize your project, sometimes working outside regular hours or involving multiple professionals to complete the work on time.

If additional proofreading or quality checks are needed within the short timeframe, the cost may increase further, as more resources are allocated to ensure accuracy without compromising quality.

2. Methods for calculating the budget

As mentioned earlier, there are several ways to determine the cost of a translation project. The most common methods include:

• Per word: This is the standard and most widely used pricing method in translation projects. The cost is based on the number of words in the original document, providing a precise estimate of the final price. It works well for a variety of text types, as it offers a clear and objective way to assess the effort required, regardless of content complexity.
  
  
• Per hour: This method is applied when the work cannot be easily measured in words, such as in text revision, quality assurance (QA), or post-editing tasks. The estimated time required to complete the project determines the cost, making it a common approach for projects that involve detailed supervision or working with pre-existing translations.
  
  
• Per page: This pricing model is often used for formatted documents, such as certificates or legal papers, where a word count may not be practical. The cost is determined per page, which helps maintain a consistent price structure when dealing with visually structured content. It is also common in editorial translation, such as book projects.
  
  
• Per project: In cases involving large-scale or highly variable content, a fixed price is set for the entire project, regardless of word count. This approach is particularly useful for complex translations that involve multiple documents or stages, providing clients with a predictable overall cost.

3. Additional services that may affect the budget

Aside from the previously mentioned factors, there are other additional services that can contribute to higher translation costs:

• Sworn translation: This type of translation is required for official or legal documents that need to be recognized by authorities. Since the translator must be officially accredited and the translation must meet strict legal standards, the cost is generally higher than for standard translations. A sworn translation not only involves translating the text but also certifying its accuracy and authenticity, which adds an extra layer of responsibility and formality.
  
  
• Localization: Unlike basic translation, localization involves a deeper adaptation of the content to suit the target audience’s culture. This can include altering images, changing cultural references, adjusting date and currency formats, and even rewording text to better align with local customs and expectations. For web localization, specialized tools like translation management platforms or desktop publishing software may be needed, which can further increase the overall cost.
  
  
• Subtitling, dubbing, and other multimedia services: These services require specific technical expertise and equipment. Subtitling involves not only translating the text but also synchronizing the subtitles with the video’s audio. Dubbing goes a step further, requiring voice actors and audio editing. Both of these services involve additional costs due to their technical demands and the time required to complete them accurately.
  
  
• SEO translation: When translating content for websites or blogs, it’s essential to adapt the text for search engine optimization (SEO) to ensure the content ranks well. SEO translation goes beyond simply translating words; it also involves researching and incorporating the right keywords to optimize the text for web performance. This requires specialized knowledge in digital marketing and SEO, which typically drives up the price due to the expertise needed to ensure the content is effectively optimized.

4. How we budget translation projects at Verba Libera

We understand that all this information might seem a bit overwhelming, but don’t worry. At Verba Libera, we strive to adopt a win-win approach, finding the perfect balance between delivering high-quality service and meeting each client’s specific needs. To achieve this, we follow a clear and fully personalized process:

1. We assess the client’s needs: Our first step is to fully understand what you need to translate. Are the documents informative or more technical? Do you require a sworn translation, or is it a standard one? What languages are involved? Once we have all the details, we can determine the best service for your project.
   
   
2. We determine the level of quality required: We recognize that not all projects need the same level of precision. If you need a quick translation of a few documents, we will try to adjust the budget accordingly. However, if quality is paramount, such as for a financial report or a technical document, we will provide the most specialized service, ensuring all standards are met. Additionally, we’ll offer discounts for repetitions when possible.
   
   
3. We create a personalized translation memory: To make future translations easier, we set up a custom translation memory for each client. This tool stores previous translations, allowing us to offer discounts for repeated content in future projects. Not only does this save time and reduce costs, but it also ensures greater consistency in your translations.

In short, budgeting for a translation project takes multiple factors into consideration, from word count to deadlines. At Verba Libera, we ensure you receive the best solution tailored to your needs and budget, always with a transparent and fair approach. If you have any questions or a project in mind, feel free to reach out—we’re here to help you find the perfect solution.