Freelance Translation Services 102: Getting Paid

In translation services, the question that most freelance translators (or freelancers as a matter of fact) probably ask themselves the most frequently at the beginning is “How can I be certain I am going to be paid?” You can never be 100% sure you will be. However, there are a few steps to take to prevent a total big loss.

Before bidding on a project, check the credentials of the person/translation services agency offering the job. How?

a) If it’s a translation services agency, you can get online and check out their websites. Does the website list a physical mailing address, a phone number, a fax, clients names, is it in multiple languages. In short, does it look professional?

b) If it’s an individual. It’s more difficult. You can surf translator websites, especially the one the ad was posted on, and check what other people are saying about that individual. You can also Google their name and see what information comes up.
If you decide to bid on a project for an entity (individual/agency) you have never worked for before, don’t accept to translate 30,000 words without some kind of assurance you will be paid, such as a purchase order. It is better to start with smaller projects first, and wait until you get the first payment before accepting a big project. If you end up not being paid, you lose less money.
Established translation services agencies will first ask you to take a translation test before you can start working for them. Then, you will be asked to review their “new translator package”, sign a non-disclosure agreement and, if you are in the USA, to fill out a W-9 form. They will also send you a PO (Purchase Order) with any jobs. With those you are assured to be paid.
Once you accept a job for a new client and have agreed on a rate, inquire about the payment terms: method and delay.

a) Methods vary from checks to money transfer and using online payment website such as Paypal and Moneybookers. It depends on the translation] services agency, the individual and their location and yours in the world. If the payment is made via bank transfer, make sure your bank has an “easy” transfer method. American Credit Union sometimes have a complicating routing method - like going through another major bank first, therefore adding more routing numbers than most form allows - which might put off some foreign agencies.

b) Most payments occur at 30, 45 or 60 days.
Make sure to keep track of your payments so that you can claim payments which have not been processed on time. Always allow a grace period. Translation services agencies usually have a set day on which they cut checks or do their invoicing, so it might not always fall on day 30 of your records.
If a payment becomes considerably late, what are the options?

a) Send a friendly reminder to the agency/individual. They may have forgotten or the payment may have gotten lost in the mail.

b) If that did not bring any result, the first time, you have to keep sending them reminder for a couple months. Hopefully, it will work in the long run. You can also warn them that you will post warning of “non payment” on translator websites. You can go to court or address a claim to the Better Business Bureau. Usually, a letter of warning that you may do such a thing is enough to get paid.

c) Unfortunately, sometimes, the client may run out of business. In such cases you can count your losses.

d) Forget about the money and move on. Hopefully it is a small amount.
Beware of scams. How tempting it may be, don’t accept to be paid before you have completed the job - unless it’s part of the agreement. Some famous “Nigerian” scams are going around in the freelance world: they ask for some freelance work to be done, once you agree they say that there is a check for you in the mail but for more than the amount you agreed on. Therefore, you need to cash the check and send the difference to some bank in Africa. They are just stealing your money. The check they send is counterfeited.

The good news is that 98% of the time, you don’t have to worry about payments. Translation services agencies and individuals pay, not always as promptly as you wish, but they do pay.

Géraldine Touzeau-Patrick, French Editor and Translator.