Quick answer: Start with the organization that will receive your document. Confirm its current translation and certification instructions, then compare providers on the exact language pair, document type, scope, review process, delivery format, and written quotation. A provider’s stamp, membership, or general claim does not by itself establish that a recipient will accept a translation.
Start with the recipient’s instructions
Before requesting a quotation, identify the recipient, country or jurisdiction, and reason for submission. Ask which language, certification statement, signature, format, original document, or additional procedure is required. Save the instructions and their date because requirements can change. If unclear, ask the recipient directly. A translation provider can assess the language work and explain its own deliverable, but it cannot decide what an external organization will accept.
Compare providers against the same request
Share the document type, source and target languages, intended use, page count, and recipient instructions with each provider. Ask these questions:
| What to check | Ask | Confirm in writing |
|---|---|---|
| Language direction | Is this source-to-target pair available for this request? | Pair and any limits |
| Subject and document | Has this document type and terminology been assessed? | Agreed scope and exclusions |
| Certification | What accompanies the translated text? | Stamp, authorized signature, statement, where applicable |
| Review | How can I raise a name, date, or source-reading issue? | Review route and correction terms |
| Format and delivery | What file or paper format is included? | Format, delivery method, separate charges |
| Quote and timing | What may change the total or delivery date? | Price basis, assumptions, deadline, validity |
Do not treat a credential, professional membership, or quality standard as a universal legal requirement. Verify a credential with its issuer and check whether it is relevant to the recipient and jurisdiction. It does not replace the recipient’s instructions.
Review scope and quotation
Check that the quotation identifies the documents and pages covered, languages, requested certification elements, format, delivery, deadline, and excluded steps. Ask whether notarization, authentication, legalization, courier service, or obtaining an original document falls outside translation. These are distinct tasks and should not be assumed included.
Ask how unclear source material is handled, how to report a spelling or transcription issue, and whether source changes affect the quote or schedule.
Share files thoughtfully
Before sending sensitive records, read the provider’s privacy terms and ask how files are received, accessed, retained, and deleted. Use a channel identified for the project. Do not assume that email, messaging, or a quote form has a particular security or retention policy unless published terms say so.
Final check
Before accepting a quote, confirm the recipient’s current instructions; the document, languages, and requested certification elements; the scope, price basis, format, delivery, deadline, and exclusions; the correction process; and the privacy terms before sharing sensitive information.
For a request to Globalize, provide the document type, language direction, intended recipient, purpose, and written instructions so it can be assessed. The receiving organization remains responsible for its decision. See Certified Translation; recheck the live page and CTA before publication.
Use the same brief when comparing providers
Send each provider the same representative document description, language direction, recipient instructions, page count, output format, and requested date. A quotation based on a different scope is not directly comparable. If you cannot share the full file at first, provide a non-sensitive sample or a description and ask what remains unknown in the estimate.
Request a written scope that separates translation from certification statements, stamps, formatting, notarization, authentication, legalization, courier delivery, or other services. Ask which items are included, which are optional, and which must be arranged with another organization. A provider’s use of a professional membership, software, or quality label does not by itself establish that a receiving authority requires it or that the provider is recognized there.
Make a practical comparison record
Record the quoted language pair, document set, assumptions about legibility and formatting, included review, delivery format, estimated timing, total price, and any exclusions. Ask how the provider will handle unreadable text, a source correction, a name discrepancy, or a requested change after work begins. Compare the written answers, not only the headline price.
| Comparison point | Record for each quotation |
|---|---|
| Scope | Documents, pages, language direction, and requested certification elements |
| Output | File type, layout, copies, and delivery method |
| Review | Stated checking process and correction contact |
| Timing and price | Estimate, assumptions, extras, and conditions that may change them |
| Recipient rules | Instruction source/date supplied and any unresolved question |
| File handling | Published privacy terms and approved transfer channel |
Treat vague guarantees, unsupported claims of universal acceptance, and pressure to send sensitive records through an unverified channel as reasons to pause and ask for clarification. Keep a copy of the final quotation and the recipient’s instructions so you can check that the delivered work matches the agreed request.
Questions to resolve before selecting a provider
Use a short written checklist: Does the quotation identify the exact documents and language direction? Does it describe the requested certification wording, signature, or stamp without promising acceptance by a recipient? Are formatting, copies, delivery, and any separate authentication steps stated? Is the deadline an estimate tied to the scope reviewed? Is there a clear way to report an issue? Are privacy terms and file-transfer instructions available before sensitive records are sent?
Keep each answer with the quotation. If a provider uses a term such as “certified,” “sworn,” or “official,” ask what the term means for this specific deliverable and compare it with the recipient’s own written instructions. Terminology varies by jurisdiction and does not replace recipient verification.
Compare providers against the same brief
If you are comparing quotations, send each provider the same representative file, language direction, intended use, recipient instructions, volume, and deadline. Ask each one to state what is included: translation only, review, layout, certification elements, delivery, and any additional steps. A lower headline rate may cover a narrower scope, while a higher quote may include work you do not need. Compare like with like and ask about exclusions before deciding.
Check who is responsible for answering questions and how a correction will be handled if the delivered text does not match the approved source. For a larger project, ask how terminology, versions, reviewer changes, and final files will be managed. Request evidence for a specific credential or authority-recognition claim rather than relying on a badge or broad statement. Keep a copy of the final instructions and quoted scope so both parties can refer to the same requirements.
Check the recipient’s own instructions
Certification requirements are not identical across destinations. For example, the UK’s official guidance for supporting documents asks for an accurate translation and specified translator details in the relevant application context, while Canadian immigration instructions distinguish requirements according to the application and translator status. These examples show why a provider’s general label cannot replace the recipient’s current instructions. Check the exact application page and date before ordering, and give the relevant requirement to the provider. UK guidance · Canada IRCC guidance