A quotation is more than a price. It’s a project plan based on the resources available at that moment.
Preparing a quotation for a translation project involves much more than calculating the number of words or pages. Before sending a proposal, we often identify the most suitable translators, estimate realistic delivery times, check availability and consider whether other specialists, such as Desktop Publishing designers, may also be required.
All of these elements help us build a project that is both realistic and achievable.
Sometimes, however, a client requests a quotation and then decides to proceed several months later. This is perfectly understandable. Internal approvals, budgets, product launches and changing priorities can all delay the start of a project.
What many people don’t realise is that the quotation reflected the situation at the time it was prepared.
The translators who were available then may now be committed to other long-term projects. A designer may have accepted new work. Deadlines that were achievable a few months earlier may no longer be realistic if several projects are already scheduled during the same period.
Whenever possible, we always try to honour the original quotation. If the scope of the project is unchanged and the same team is still available, we are happy to proceed as originally planned.
If circumstances have changed, however, we believe it is better to discuss them openly rather than promise a deadline or a price that we may struggle to maintain. Good communication at this stage helps avoid delays, unnecessary stress and unrealistic expectations later in the project.
One of the less visible aspects of project management is balancing availability, quality and deadlines. Our role is not simply to provide a translation, but to make sure that the right professionals are available at the right time and that every project can be delivered to the standard our clients expect.
A quotation is therefore much more than a number at the bottom of a page. It is a snapshot of the resources, planning and expertise available at that particular moment, all working together to achieve the best possible result.