What is the translation service request form template?
A translation quote depends on a handful of facts — the language pair, how many words, what kind of content, whether the result must be certified, and when it's due. When requests arrive as an email with an attachment and "how much?", every one of those has to be asked separately.
This translation service request form asks for them in one pass. After contact details and an optional purchase order number, the client chooses the service — translation, certified or official translation, localization, proofreading, transcription or subtitles — and gives the source and target languages, content type, word and page counts and who will read the result. Choosing certified translation reveals questions about the certification the receiving organisation asks for, who it's for, and whether signed paper copies need posting.
The last page takes up to 10 files to translate, whether they're editable, the delivered format, the deadline and how flexible it is, a budget and a confidentiality flag. Each request is saved as a PDF in your FileIt vault with the source files attached, ready to quote from.
- Best for
- Freelance translators, translation agencies and in-house language teams
- Filled in by
- Individuals, businesses or project managers ordering a translation
- Time to complete
- About 5 minutes, plus uploading the files
- Includes
- Language pair, content type, word count, certification follow-ups, file upload and deadline
Who uses a translation service request form?
- A freelance translator taking quote requests from their website
- An agency collecting certified translation orders for immigration paperwork
- A software company requesting localization of its app strings
- A law firm sending contracts for translation
- Ordering subtitles for a marketing video
- An internal language team taking requests from colleagues
Questions on this translation service request form
28 questions over 3 pages · includes file upload, conditional questions, multiple pages.
1 Your details
- Your name*
- Company or organisation
- Email*
- Phone
- This request is for Myself · My business · A client of mine
- Purchase order or reference number
2 The job
- What do you need?* Translation · Certified or official translation · Localization of a website, app or software · Proofreading of an existing translation · Transcription and translation of audio or video · Subtitles
- Source language*
- Target language or languages*
- Type of content* Personal document (certificate, diploma, ID) · Legal document or contract · Medical · Technical or manual · Financial · Marketing material · Website or app content · Academic · Other
- Describe the content asked only when it applies
- Approximate word count
- Number of pages
- Who will read the translation?
- What certification does the receiving organisation ask for?* asked only when it applies Translator's signed statement of accuracy · Sworn or court-appointed translator · Notarised translation · Translation with apostille · Not sure yet
- Organisation it's for asked only when it applies
- Do you need signed paper copies posted to you? asked only when it applies
- Postal address asked only when it applies
- Do you have a glossary, style guide or earlier translations?
- Glossary or reference files asked only when it applies
3 Files & delivery
- Files to translate*
- Are the files editable? Editable (Word, Excel, text) · Scans or photos · A mix
- Delivered format Same format as the original · Word · PDF
- Needed by*
- How flexible is the deadline?* Fixed · A few days either way · Flexible — choose the best price
- Budget, if you have one
- Is the content confidential?
- Instructions or anything else
The translation service request form, page by page
1 Your details
The client gives their name, organisation, email and phone, and says whether the request is for themselves, their business or a client of theirs. A purchase order or reference number field helps businesses match your invoice to their order.
2 The job
What do you need? covers translation, certified or official translation, localization, proofreading of an existing translation, transcription and translation of audio or video, and subtitles. Source language and target languages sit side by side, with a hint to include variants such as Spanish (Mexico). Type of content, approximate word count, number of pages and who will read the translation follow.
Choosing certified translation shows a note that requirements depend on the receiving organisation, then asks which certification they want — a translator's signed statement, sworn translator, notarised, with apostille or not sure — the organisation it's for, and whether paper copies should be posted, which opens a postal address. Clients with a glossary, style guide or earlier translations can upload them.
3 Files & delivery
Files to translate is required and accepts up to 10 PDFs, Word, Excel, text files or images. The client says whether files are editable or scans, the format they want back, the date it's needed by and how flexible that is.
An optional budget, a confidentiality question noting that you can sign an NDA, and a box for instructions complete the request.
Make the template yours
- Replace the free-text language fields with dropdowns of the language pairs you offer
- Edit the certification options to match what you can provide in your country
- Add a rush service option if you charge differently for fast turnaround
- Change the budget field's currency
- Route certified requests to their own vault folder
- Edit the confirmation message to say how quickly you send quotes
Tips for a better translation service request form
- Confirm the certification required with the client before quoting, since the receiving body decides what it accepts
- Count words yourself from the uploaded files rather than relying on the client's estimate
- Ask for the language variant up front — terminology and spelling differ between markets
- Scanned documents can take longer to work with; factor that into the quote
- Use the glossary and earlier translations a client sends to keep terminology consistent
- Agree confidentiality terms before opening sensitive files
Every response becomes a PDF in your vault
Each request is saved as a PDF in the vault folder you set, with the files to translate and any glossary attached. Owner notifications email you when a request arrives, and the client can receive a copy of their answers.
In the Responses table you can see every request, open it in full, and export the list to CSV to track languages, deadlines and quotes.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Translation service request form: frequently asked questions
Is this template free?
Yes. It's included in the FileIt Forms app on every account, including the free plan, and every question can be edited, removed or added to.
Do clients need a FileIt account?
No. Anyone with the form's link can fill it in without creating a FileIt account.
What files can clients upload?
Up to 10 files per request: PDF, Word, Excel, text, CSV and JPEG or PNG images. You can change the accepted types and the limit in the designer.
Does a certified translation from this form meet official requirements?
The form collects what the client says they need. Whether a translation is accepted depends on the organisation receiving it, so confirm their requirements before you start.
Can I get paper copies posted?
For certified translations the form asks whether signed paper copies are needed and, if so, collects a postal address.
Can I use it for localization projects?
Yes. Localization of a website, app or software is one of the service options, and the content type and glossary questions apply to it too.
Can clients send a glossary?
Yes. Saying yes to the glossary question opens an upload for glossaries, style guides or earlier translations.
Can I offer an NDA?
The confidentiality question tells clients you can sign one. You can add an upload field if you'd like them to send their own.