7 Mistakes New Buyers Make When Choosing a Translation Partner

When selecting a translation provider through a Request for Proposal (RFP), businesses often make mistakes that lead to unclear expectations, overlooked costs, or misaligned priorities. These common pitfalls can waste time, inflate budgets, or compromise quality. By understanding and avoiding these issues, you can streamline the selection process, gather meaningful information, and find a translation vendor who aligns with your goals and budget. Here are the top seven mistakes to avoid, along with practical strategies to help you make the best choice.

Mistake #1: Using Complex Pricing Models

Requesting non-standard pricing models can complicate the process and create unrealistic expectations. For instance, fixed pricing per language doesn’t consider varying cost structures across languages, leading to overcharges for high-volume languages like Spanish or undercharges for low-volume ones like Japanese. Instead, stick with per-word pricing, which allows for adjustments based on language rates and project volume. For more precision, ask for project-based quotes using sample documents—like press releases or spec sheets—across your main target languages.

Mistake #2: Relying Only on Per-Word Pricing

While per-word pricing is common, it often doesn’t account for the total scope of costs. A per-word quote can fluctuate by as much as 30% if factors like volume discounts, memory matches, or project management fees are not considered. To avoid surprises, provide sample documents and ask for a detailed breakdown that includes any additional fees, such as project management and desktop publishing. This approach ensures a more realistic cost estimate and insights into the vendor’s processes.

Mistake #3: Requesting Sensitive Financial Data

Asking for detailed financial data, like income statements, can feel intrusive and is usually unnecessary. Instead, consider requesting general stability indicators, such as years in business, revenue ranges, or a list of top clients with approximate contributions. Asking for revenue ranges (e.g., $1-10 million) can also provide a sense of their capacity while respecting privacy.

Mistake #4: Overemphasizing Office Locations

Asking vendors about the number of office locations they operate globally may seem important but can be misleading. Many translation projects involve teams of translators and project managers from around the world, regardless of a provider’s physical office count. For example, a vendor might have a project manager in Chicago, yet rely on translators in Asia for overnight work when the Chicago office closes. Instead, ask about global support capabilities, such as time zone coverage, rush availability, and the percentage of translators based in specific regions. This ensures you’re aware of the vendor’s ability to meet global demands without making assumptions based solely on office addresses.

Mistake #5: Being Vague About Priorities

If cost is a primary factor, let vendors know. Often, procurement will claim quality is the top priority, but ultimately select the lowest bidder, leading to wasted time and misalignment. Being upfront about cost as a main driver allows vendors to present alternative solutions like machine translation with post-editing, which balances cost and quality. Companies often spend significant time completing multiple rounds of documentation only to discover the project is awarded to the lowest-cost vendor. Transparency about your goals from the start helps translation providers submit proposals that directly meet your needs.

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Mistake #6: Inviting Unqualified Vendors

When inviting vendors, make sure they align with your primary criteria. If your organization needs specific experience, such as working with marketing or human resources content, then clearly state this upfront. Just like defining an ideal customer in marketing, defining the ideal vendor saves time. Ask initial “fit” questions, such as whether the vendor has prior experience with public relations or multinational clients, if they offer translation memory technology, or if they have project management expertise in certain industries. This way, the vendors invited to submit proposals are those that can meet your most critical needs.

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Mistake #7: Driving Prices Too Low

Reverse auctions, where vendors bid down their prices, can drive prices to unsustainable levels, hurting quality. Translation is a human-centered service, and driving prices too low can result in reduced quality, shortcuts in quality assurance, or over-reliance on machine translation. Instead, establish a reasonable price range and evaluate based on net value, understanding that prices reflect service quality. Sample projects can help you see the full scope of a vendor’s value and expertise without sacrificing quality.

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Final Thoughts

Successful RFP processes require clear communication, realistic expectations, and a collaborative approach with potential vendors. By avoiding these common mistakes and asking thoughtful questions, you can build a solid foundation for finding the right translation partner. To help make this process even easier, download our free RFP template. It’s designed to help you evaluate providers by comparing essential factors like pricing, capabilities, and quality assurances, so you can confidently select the best partner for your project.