Have you ever been in the embarrassing situation of having to ask your client what you quoted them for their translation project? It’s probably happened to most new translators, and it’s at that time that you realize you need to create a Client Preferences File.

We’re calling it a Client Preferences File, but in reality, it could take the form of index cards, a spreadsheet, a text file, a notebook, whatever: just as long as you keep accurate records. You’ll soon discover that keeping these records are crucial, particularly if you’re experimenting with different rates or if you work with translation clients who have unusual or specific requirements for their work.

Testing the Market

In fact, experimenting with rates is a great way of testing to see what the market will bear, without risking any of your relationships with existing clients. Let’s say that you’re very busy with translation work and your base rate is X cents per word. When a new client approaches you, try quoting X +10% or even X +20%, and see how your potential client responds. There’s every reason to believe that they’ll accept your new rate and, if so, you’ve just scored a new higher-paying client. But, in order to keep track of this, you need your Client Preferences File. Now you’ve got something to refer back to should there ever be a query about the rate-per-word quoted.

Here Is a Simple Example of a Client Preferences File –

In Word document, create three columns;

Put the client’s name in the first column;

Put the name of the person who contacted you in the second column;

Use the third column to include rates, stylistic preferences, and so on. This third column should only be used for specific preferences that may be different to other clients’ preferences. Simply record anything that’s unique or different in this column

You’ll find that your Client Preferences File will help you clarify who your clients are. Some clients are one-off clients, some pop up from time to time, while others are regular customers. This means that the next time a previous client contacts you and references their previous contact, you simply refer to your Client Preferences File to immediately know who they are and what translation work you completed for them. And the advantage of being able to refer to this file is that you also know what their specific preferences are, if any.

The fact that you have maintained records about your clients and can confirm that you understand what their requirements are, makes you look and sound very efficient and professional, which will certainly work in your favour. If other translators out there have good systems for keeping track of their client rates and preferences, we’d certainly love to hear from you.