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Prepare for a translation quote

When searching for a translation partner to help you accomplish a large project sending a Request for a Translation Quote (RFQs) seems like a logical way to evaluate the companies. Quotes can be time savers but they can also be ineffective and result in frustration and rush decisions.

The Globalization and Localization Association (GALA) surveyed 178 global translation companies about their experience responding to RFQs. Nearly half felt that RFQs do not provide enough information for a solid bid. The same companies said that too often a great deal of non-essential information is requested, which has no bearing on the outcome.

We would like to suggest some factors that can contribute to an effective selection process and a positive outcome for a translation quote.

• Prepare properly: Spend some time analyzing your needs and learning about professional translation services. Issuing an RFQ without sufficient understanding of what you’re buying leaves the door open for vendors to respond with a low price in the hopes of winning the suppliers.
• Request only essential information: Try to avoid open-ended questions that are hard to verify. Ask about years in business, number of employees, technology usage and subject matter expertise.
• Answer questions: You can count on participants having many questions once the RFQ has been distributed, and being prepared to answer promptly will help you receive a more accurate proposal.
• Due diligence will pay off: If you’re going through the time-consuming process of issuing an RFQ, you want to ensure a positive outcome with the best value for your unique requirements. Analyze your needs so that the details and materials you provide along with your translation quote will allow the participants to respond appropriately. Narrow down the playing field so you have the time to thoroughly analyze responses. Long-term business relationships are built on more than low cost, trust and reliability are critical components of a business partnership.