Choosing a translation company can be difficult. Providers may appear to offer similar services, yet the way they manage linguists, terminology, security, review and communication can differ considerably.

The lowest quotation is not always the lowest-cost outcome. Rework, missed context, inconsistent terminology or an unsuitable workflow can create delays later. Equally, the most complex process is not necessarily right for a straightforward, low-risk project.

A useful selection process starts with your own requirements, then asks each potential partner to explain how they would meet them. This practical checklist will help you compare providers on evidence rather than promises.

1. Start with the purpose, audience and risk

Before asking for quotations, define what the content is, who will use it and what could happen if it is misunderstood.

A discussion guide for an internal research team needs a different approach from a live multilingual survey. Marketing content may need adaptation for tone and culture, while patient-facing or regulated material may need controlled terminology and additional review.

Give prospective suppliers enough context to recommend a suitable process. A clear brief should cover:

• source and target languages, including regional varieties;
• countries and audiences;
• content type, format and volume;
• intended use and level of risk;
• deadline and any fixed launch dates;
• approved terminology or reference material;
• confidentiality, security and regulatory requirements;
• the review and approval process.

A provider that asks sensible questions at this stage is usually trying to understand the project rather than simply process the word count.

2. Look for relevant sector and content experience

Language ability is essential, but subject knowledge matters too. A linguist translating a market research screener, medical device document or legal agreement needs to understand the conventions and terminology of that content.

Ask how the company selects linguists for your sector and language pair. Relevant questions include:

• Have they handled this type of material before?
• How do they assess linguistic and subject-matter competence?
• Can they provide suitable case studies or anonymised examples?
• How do they maintain continuity when work is recurring?

For specialist projects, compare providers with experience in the right field. Language Insight has dedicated support for market research translation and life sciences translation, where the workflow needs to reflect how the content will be used.

3. Ask for a clear quality process

Claims such as “high quality” are difficult to compare. Ask what will actually happen to your files.

A provider should be able to explain who translates, who reviews, how queries are handled, what checks are carried out and how feedback is recorded. For human translation services, ISO 17100 certification provides a recognised framework for core processes, resources and other aspects of a quality translation service.

Certification is useful evidence, but it is not a substitute for a project-specific plan. Check whether the proposed review, terminology controls and final-format checks are appropriate for your content.

4. Understand how technology will be used

Translation memory, terminology tools, automated quality checks, machine translation and generative AI can all play a role in language services. They do not all carry the same benefits or risks.

Ask the provider:

• Which tools are proposed and why are they suitable?
• Will your content be processed by machine translation or generative AI?
• What human review will follow?
• How is client data stored and protected?
• Will the technology be used only with your knowledge and approval?
• Who owns and controls the translation memory created from your content?

Where full human post-editing of machine translation is appropriate, ISO 18587 sets requirements for the process and the competence of post-editors. A responsible provider should also be comfortable recommending a human translation workflow when technology is not suitable.

5. Check information security and confidentiality

Translation projects can contain product plans, customer data, research responses, patient information, contracts and other sensitive material. Security should be part of supplier selection, not an afterthought.

Ask how files are transferred, who can access them, where data is stored, what subcontractor controls apply and how long information is retained. If personal data is involved, clarify the respective responsibilities of the client and supplier.

ISO 27001 certification provides independent evidence of an information security management system. You should still check that the controls and platforms proposed are appropriate for your own project and policies.

6. Review project management and communication

A good translation can still become a difficult project if queries are missed, versions are confused or deadlines are not communicated clearly.

Find out whether you will have a named project manager and how cover is handled. Ask how the team manages:

• linguistic queries and client decisions;
• version control and file naming;
• multi-language schedules;
• changes to scope or source files;
• urgent work and out-of-hours requirements;
• feedback after delivery.

For recurring programmes, consistent project management can be as valuable as linguistic continuity. It helps the team learn your preferences and identify potential issues earlier.

7. Compare quotations on the same basis

A headline price is only useful if you understand what it includes.

Check whether the quotation covers translation, independent revision, project management, terminology work, desktop publishing, survey overlay, link checking, final-format QA and any minimum charges. Ask how repetitions and translation-memory matches are priced, and how changes after translation will be handled.

The quotation should also state the assumptions behind the deadline. This makes it easier to compare providers fairly and reduces the chance of unexpected charges.

8. Check capacity without losing specialist fit

A provider may need to coordinate several languages, large files or short delivery windows. Ask how they would resource your likely volumes and maintain consistency across linguists.

Capacity is not simply the size of a supplier’s database. It depends on access to suitably qualified linguists, realistic scheduling, effective project management and a process for maintaining terminology and feedback.

If your projects use survey platforms, audiovisual files, design files or specialist formats, confirm that the supplier can manage the full workflow rather than returning text that your team must rebuild manually.

9. Ask how performance will be measured

A reliable relationship should improve over time. Agree how quality, delivery and service will be reviewed.

Useful measures may include on-time delivery, query response times, terminology adherence, severity of corrections, rework and client satisfaction. Metrics should be interpreted in context: a provider that raises an important source-text query may be protecting quality, not creating a problem.

The MRS and Association of Translation Companies checklist is a useful external resource for organisations procuring translation and transcription services, particularly within market research.

10. Consider a sample or pilot project

For a large, recurring or high-risk programme, a paid pilot can provide better evidence than a general sales presentation. Use representative material and give each provider the same brief, references and evaluation criteria.

Review not only the final language but also the questions asked, the clarity of communication, handling of terminology and ability to follow instructions. Avoid relying on a very short unpaid test that may not reflect the team or process used for real work.

A translation-company checklist

• Is the provider clear about the purpose, audience and risk?
• Can it demonstrate relevant sector and content experience?
• Is the proposed quality process specific and understandable?
• Will technology use be transparent and approved?
• Are security and confidentiality controls suitable?
• Will you have reliable project management and communication?
• Does the quotation explain inclusions, assumptions and possible extras?
• Can the team handle your languages, formats, volumes and timescales?
• Is there a sensible way to measure performance and apply feedback?
• Would a pilot help both parties confirm the fit?

Choosing a partner that fits the project

The right translation company is not simply the provider with the longest service list or the lowest price. It is the one that understands your content, explains its process clearly and can show how quality, security and delivery will be managed.

Language Insight provides professional translation services across specialist sectors. We work closely with clients to agree the most suitable workflow before work begins and keep communication clear throughout the project.

If you would like to compare options for an upcoming project, contact our team for a practical discussion about your requirements.

Frequently asked questions

What should I ask a translation company?

Ask about relevant experience, linguist selection, review, terminology, security, technology use, project management, pricing and how feedback is applied. Give the provider enough context to recommend a suitable workflow.

Which ISO standards are relevant to translation services?

ISO 17100 covers requirements for translation services. ISO 18587 covers full human post-editing of machine translation output. ISO 27001 concerns information security management, while ISO 9001 concerns quality management systems.

Should I choose the cheapest translation quote?

Price matters, but compare quotations on the same basis. Check what review, project management, formatting, terminology and quality checks are included, as rework or missing services can increase the total cost.