How to Avoid Hidden Costs in Clinical Trial Translation Services in 2025

As we head into the first quarter of 2025, clinical trial sponsors and project managers are planning their budgets for the year ahead. While finding cost-efficient solutions is critical, it’s equally important to understand the potential pitfalls of choosing the cheapest translation services.

Some language service providers offer rates as low as $1 per word, which may seem like an attractive option at first glance. However, hidden costs often lurk behind these seemingly affordable prices, and these can accumulate quickly, ultimately exceeding the cost of investing in higher-quality services.

The True Cost of Choosing the Cheapest Option

1. Revisions and Rework Costs

Clinical trials are significant investments, with PhRMA research estimating that the average cost of bringing a single drug to market is around $2.6 billion. The daily cost of running a trial ranges from $600,000 to $8 million, meaning even minor delays can have a profound financial impact.

Low-cost translation providers frequently deliver work of subpar quality, necessitating extensive revisions or rework. This often involves hiring additional language experts or agencies to rectify errors, leading to unexpected costs. More critically, delays caused by these issues can disrupt timelines, increase expenditures, and compromise the trial’s overall success.

2. Regulatory Compliance Penalties

The clinical trial industry is governed by strict regulations enforced by bodies like the FDA, EMA, and other global authorities. Inaccurate translations can lead to non-compliance, resulting in the rejection of critical documents, the need for costly resubmissions, or even penalties.?

For example, the FDA can impose fines exceeding $10,000 per day for overdue trial results, quickly escalating into significant financial losses. Translation errors can also delay the trial approval process, causing ripple effects across operations. From the start, investing in certified and experienced language service providers ensures compliance and avoids these substantial penalties.

3. Limited Use of Technology

Technology plays an integral role in modern clinical trials, ensuring translation accuracy and efficiency. High-quality providers leverage advanced tools like translation memory (TM), glossaries, and terminology databases to maintain consistency across multiple documents. These technologies reduce redundancy, improve efficiency, and decrease costs over time.?

In contrast, low-cost providers may forgo these tools, relying instead on manual processes. This can result in inconsistent translations, errors, and additional time spent correcting issues—ultimately increasing long-term expenses and slowing down progress.

4. Lack of Subject Matter Expertise

The highly specialized nature of clinical trial documents requires translators with deep expertise in medical, pharmaceutical, and regulatory terminology. Low-cost providers often lack access to subject matter experts, leading to inaccuracies that can compromise patient safety and the integrity of trial data.?

For example, mistranslated dosage instructions or patient consent forms can have serious consequences, requiring costly fixes and risking reputational damage. Starting with a provider who specializes in clinical trial translation ensures accurate and reliable results, minimizing the risk of expensive errors.

5. Missed Opportunities for Cost Efficiency

While premium translation providers may have higher upfront costs, they frequently deliver long-term value through added benefits like back translations, dedicated project managers, and cutting-edge translation portal technology. These services streamline processes, reduce the likelihood of errors, and improve overall efficiency.?

Whatsmore, experienced providers often optimize workflows, ensuring that each translation aligns with your project’s needs without unnecessary redundancies. This approach not only saves money but also accelerates project timelines, delivering a higher return on investment compared to budget providers who lack these resources.

Tips to Avoid Hidden Costs in Clinical Trial Translations

1. Choose Language Service Providers with Proven Expertise in Clinical Trial Translations

Clinical trial translations require a high degree of specialization, including knowledge of medical terminology, regulatory standards, and patient-centric language. Partner with providers who have a demonstrated history of success in this field. Look for case studies, references, and examples of past projects to ensure they understand the complexities of clinical documentation and regulatory compliance.

2. Partner with Certified Providers

ISO certifications, such as ISO 17100 for translation services, indicate that a provider meets industry-recognized standards. Similarly, providers with IRB certification demonstrate their ability to meet ethical and regulatory requirements for human subjects research. These credentials signal a commitment to quality and reliability, which are essential for minimizing errors and ensuring compliance with global regulatory bodies.

3. Plan Ahead

Engage your translation partner early in the clinical trial process to identify potential cost-saving opportunities. Early collaboration allows providers to anticipate your needs, streamline workflows, and develop customized strategies that support your trial’s goals. Proactive planning also minimizes the risk of last-minute changes, reducing the likelihood of delays and additional fees for rush projects.

4. Ask the Right Questions

Before signing a contract, inquire about the provider’s policies on revisions, rush projects, and format conversions. Understanding potential additional fees upfront helps you avoid unexpected costs later. Ask about their processes for quality assurance, regulatory compliance, and how they handle specialized content. The answers will give you a clear picture of their capabilities and whether they are the right fit for your clinical trial’s unique requirements.

5. Prioritize Quality Over Cost

Above all, prioritize quality over cost. While it can be tempting to choose a provider with the lowest rates, prioritizing quality is critical to avoid costly errors and delays. Evaluate potential partners based on their track record, expertise in clinical translations, and client testimonials. High-quality providers may have a higher upfront cost but often deliver better long-term value by ensuring accuracy, compliance, and timely delivery. Remember that the cost of fixing mistakes later can far outweigh the initial savings of selecting a budget provider.

Why Choose DTS for Clinical Trial Translations?

At DTS Language Services, we provide fast, accurate, and IRB-compliant clinical trial translations for Clinical Research Organizations across 100+ language groups. With nearly 50 years of experience, we specialize in managing complex, multi-language patient consent packages with precision and expertise, giving you the confidence that your project is in capable hands.

We understand the unique demands of clinical trial translations, which is why we assign a dedicated project manager with extensive experience in clinical trials to every project. This ensures seamless communication, clear timelines, and real-time updates for our clients. Our commitment to timely delivery means that every project is completed as promised, minimizing delays and keeping trials on track.

At DTS, we prioritize getting it right the first time, avoiding unnecessary revisions and saving valuable time for our clients. Our documents are expertly formatted and ready to use upon delivery, reducing the need for additional adjustments. With the use of advanced translation portal technology, we guarantee consistency, accuracy, and efficiency in every translation, allowing you to focus on other aspects of your trial.

Our global teams bring in-depth knowledge of clinical trials, fully understanding the critical balance between timing, accuracy, and budget constraints. Over the past two years, we have successfully translated more than 5,000 clinical trial document packages for over 50 life science companies. With a proven track record and an unwavering focus on quality, DTS Language Services is the trusted partner for your clinical trial translation needs in 2025 and beyond.