Translation Price Calculator (per word + proofreading)

Understanding the translation price calculator — concept and principle

This calculator prices a translation job from its source word count, a per-word rate, a discount for repeated text and an optional proofreading (revision) fee. Freelance translators use it to quote quickly, and clients use it to check a quote or set a budget. It works with any currency; the example uses US dollars.

How it is calculated

• Effective words factor = 1 − repetition share × 0.70.
• Translation = words × price per word × effective words factor.
• Proofreading = translation × proofreading %.
• Total = translation × (1 + proofreading %).

The calculator assumes repeated segments are charged at 30% of the full rate, meaning a 70% discount on that share of the words.

The principle

Translation is usually priced on source words because they are known before work starts. Repeated sentences (common in manuals, software strings and legal templates) are handled by translation memory tools, which suggest the earlier translation; the translator still has to check them in context, so they are discounted rather than free. The 70% discount used here is one common choice; real discount grids vary by agency and often also discount "fuzzy" partial matches. Revision by a second linguist is priced as a share of the translation fee because it scales with the same volume of text.

Worked example

1. Repetition share 10%: factor = 1 − 0.10 × 0.70 = 0.93.
2. Translation = 3,000 × $0.12 × 0.93 = $334.80.
3. Proofreading = $334.80 × 30% = $100.44.
4. Total = $334.80 + $100.44 = $435.24.

How to read the result

Compare the effective rate per word (here $435.24 ÷ 3,000 ≈ $0.145 including revision) with your market and language pair. Specialised fields such as legal, medical or patent work, rare language pairs and rush delivery usually justify higher rates. Very short jobs may fall below a sensible fee, so many translators also set a minimum charge. If the text has many repetitions, a precise analysis from a CAT tool will be more accurate than a single percentage.

Common mistakes

• Quoting on target words when the client expects source words, or the reverse; languages expand or shrink in translation.
• Applying the repetition discount twice, once in the word count and again here.
• Forgetting that proofreading here is a percentage of the already discounted translation price.
• Ignoring formatting, DTP or terminology work that takes extra time.

Frequently asked questions

Is proofreading required for professional translation?

The international standard ISO 17100 requires revision of the translation by a second qualified person, so many agencies include it by default.

Why are repetitions not free?

The same sentence can need a different translation in a different context, and someone still has to check it.

Should I charge per word or per hour?

Per word is standard for translation. Per hour suits editing of poor source text, transcreation and formatting work that does not scale with word count.

Sources: ISO 17100:2015, Translation services — Requirements for translation services