What a sworn translation costs and how long it takes

Key rules

• Prices: Translators set their own prices, so compare quotes from several.
• Billing: Ask whether you are charged per word, per page or per document, and what counts as a page.
• Short certificates: A minimum fee per document is common, so a short certificate can cost more than its length suggests.
• Urgent work: Same-day or 24-hour service usually costs extra.
• Lead time: Add the translator's working days to your schedule before any deadline.

Prices and turnaround times change often, so confirm current figures directly with each translator before you commit.

Budget with ranges, not one price

No law sets what a sworn translation costs. Each translator or agency chooses its own prices, so the same document can cost different amounts from one translator to the next. Get quotes from several translators and budget from the range you receive.

What drives the price

• How it is billed. Most translators charge per word, per page or per document. Ask which one before you compare quotes.
• Language. Common pairs, such as English, French or German into Spanish, usually cost less than rarer languages such as Arabic, Chinese or Russian.
• What counts as a page. A billable page is usually a fixed number of words or lines, not a physical sheet. Ask how the translator defines it.
• Minimum fee. Many translators charge a minimum per document. This matters most for short certificates, which can cost more than their length suggests.

How long it takes

A short certificate is usually ready in a few working days. Longer files take longer, so ask the translator for a number of working days and add it to your schedule.

If your deadline is tight, ask for urgent service. Same-day or 24-hour delivery usually carries a surcharge. The translator sets it, and it depends on the deadline and the volume of text.

Extra copies and delivery

Extra certified paper copies are priced by the translator. They usually cost less than the first copy. Postal delivery depends on the carrier and the destination, so ask for the price before you confirm.

Plan it in this order

1. Count the documents and note the language of each.
2. Ask several translators for a quote. The email template below can help.
3. Compare the total, including any minimum fee, urgent surcharge, copies and postage.
4. Work back from your deadline and leave extra days for delays or corrections.

Use the checklist and timeline below to keep track of the questions to ask and the steps to follow.

Timeline and deadlines

• Request quotes from several translators: before you need the translation

• Receive a sworn translation of a short certificate: in a few working days after you order

• Allow extra time for longer files: longer than a few working days, depending on length

• Ask for urgent service if your deadline is tight: same day or within 24 hours, for a surcharge

Checklist

• Ask several translators for a quote for your language pair.

• Ask how the translator bills: per word, per page or per document.

• Ask what counts as a billable page and whether a minimum fee applies.

• Ask how many working days the translation will take and add that to your schedule.

• Ask for the urgent surcharge if you need it in 24 hours or less.

• Ask the price of extra certified copies and of postal delivery.

Quote request email to a sworn translator

Send the same message to two or three translators so the quotes are easy to compare. Attach a clear scan or photo of each document. Fill in the blanks before you send.

Subject: Quote request: sworn translation from [language] into [language]

Hello,

I need a sworn translation and would like a quote and a timeline.

• Language pair and direction: from [language] into [language]
• Documents: [document type, for example birth certificate, degree, criminal record certificate]
• Number of documents and pages: [number] documents, [number] pages in total
• Text: [typed / handwritten / mixed]
• Apostille or stamps: [yes / no]. If yes, please say whether you would translate them.
• Purpose and receiving office: [for example, residence application at the immigration office]
• Deadline: I need the translation by [date].
• Delivery format: [digital copy with electronic signature / paper copy by post or courier / both]
• Certified copies: I need [number] copies.

Please include these in your quote:

1. Your price basis (per word, per page or per document) and any minimum fee.
2. Any surcharge for urgent work.
3. Whether VAT is included.
4. The cost of extra copies.
5. Shipping or courier costs, if I need paper.
6. Your turnaround time from the day I confirm.
7. Your policy if the receiving office asks for a correction or revision.
8. Whether you are on the Ministry of Foreign Affairs list of sworn translators.

Thank you. I look forward to your reply.

[Your name] [Phone number]

Prices and turnaround times vary by language and provider, so a quote that looks cheap may leave out VAT, copies or shipping. Check that each quote covers the same items before you choose.

Frequently asked questions

Does a minimum fee apply to a short certificate?

Yes, many translators set a minimum fee per document, especially for short certificates, so a one-page certificate can cost more than its word count suggests. Ask each translator for the minimum when you request a quote.

Is an urgent sworn translation more expensive?

Yes, same-day or 24-hour service usually carries a surcharge, and the translator sets it freely depending on your deadline and the volume. Ask for the normal price and the urgent price side by side.

What do extra copies and postal delivery cost?

Extra certified copies are usually charged a smaller fee than the first copy, and postal delivery depends on the carrier and destination. Ask the translator to list both in the quote.

Why does the language I need change the price?

Rarer languages such as Arabic, Chinese or Russian cost more than common pairs such as English, French or German into Spanish. Get quotes from several translators to compare.