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Freelance translators have interesting jobs most of the time, but there are still tasks that we do frequently that are repetitive and take up valuable time. The solution to this is to create some templates. Here are some suggestions of templates that I have created to simplify my business.


1.      Quoting form and agreement

When you work with agencies, most of them send this as a PO and you only have to ask for it. However, if you work with direct clients there are more information needed and you are the one that provide this information. It is also important to protect your business by giving the client some conditions to agree to. I used the standard agreement form from American Translation Association (provided to members) as a starting point and modified it to fit my needs. I changed the design and simplified it a bit.

 2.      Invoice template and database

These are easily created if you use an invoicing tool such as QuickBooks or Translation Office 3000.  I use QuickBooks because I use an accountant  and with one click I can send out invoices and payment reminders at the end of each month.

 3.      Information email

I frequently get emails with requests for more information about my services and rates. I have created a template for answering these requests. I just copy and paste the information from a Word-document and modify it to fit the inquiry. This has saved me a lot of time and makes it possible for me to answer these inquiries quickly, which the potential client also appreciates.

 These are the templates I use. Do you use any others not mentioned here?

Swedish Translation Services is a company owned by Tess Whitty, a freelance translator (English-Swedish), proofreader, editor, copy writer, localizer and entrepreneur.


  1. Leo Clayton says:

    Dear Tess,
    Thanks you for your post, After having my business attacked and hijacked on eBay one too many times, I’m looking to open another store, off of eBay. I have a large website already, but adding each item, one by one along with the PayPal codes for each item as well as a shopping cart link to each individually is a VERY daunting task, so I’m hoping to simplify that without spending a fortune…so, are any of the free eCommerce sites decent? I’m finding no reliable information through my searches, so if anyone here has an opinion…

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  3. Re: #3 For answering email enquiries in Outlook I have an “English info”and a “Spanish info” email signature that contain a brief introduction about myself, a link to my website, details of my rates etc. I simply click on reply, signature>attach, make any small adjustments and send. That’s even quicker than copy+pasting from Word!

    I do agree about invoice templates. Translation Office 3000 really streamlines end-of-the-month invoicing for me.