Hello Affiliates,
You’ve mastered the instant quote, and you know how to maximize your revenue with an upcharge.
Now, let’s talk about the final step that can make or break a client’s experience: document delivery.
You’ve quoted the client, they’ve paid, and the translation is finished.
Everything is perfect—until the client realizes they need a physical copy shipped immediately.
This confusion can stall the final delivery and sour the entire experience.
Here is the single most important question to ask before the translation begins:
The Critical Question That Saves the Sale
Ask your client: “Does the final recipient (USCIS, foreign government, university) require the original, physical hard copy with wet ink/seals, or will they accept a scanned PDF?”
The answer to this question determines your pricing, timeline, and logistics.
Scenario 1: Digital Only (The Fastest Path)
Many U.S. institutions, including the USCIS and the Spanish government, will accept a high-quality scanned PDF of the certified translation.
- Benefit: This is the fastest, most efficient delivery method. We can send the PDF to you, and you can instantly relay it to your client.
- Action: Confirm the client only requires the scanned digital format. The translator can hold onto the hard copies unless the client later requests them.
Scenario 2: Physical Required (The Delay Factor)
For certain procedures, especially those involving foreign governments (like sworn translations for Italy), the recipient will require the physical document with the original seals, staples, and stamps (as the sworn translation, original document, and oath must be permanently stapled together).
- The Timing Trap: Even if the client only wants the PDF for an initial application, you must confirm if the original hard copy will eventually be needed. The document needs to be physically created first, which impacts the translator’s workflow and appointment schedule.
- The Logistical Catch: This process requires international shipping, which adds a necessary delivery time and cost (e.g., DHL express courier at around 55 euros to the USA).
Your Actionable Plan for Seamless Delivery
To prevent delays and ensure a smooth client experience, incorporate these steps into your quoting process:
- Ask Early: Determine if a physical copy is needed at any point in the client’s process.
- Confirm Shipping Method: If a physical copy is required, ask the client if they prefer a registered letter or an express courier. Always suggest express courier, as it is more secure and allows for international tracking.
- Confirm Shipping Address: Obtain the full, accurate shipping address (including the country) early on.
- Confirm Shipping Payment: Be prepared to collect the shipping fee upfront from the client, or confirm they will provide a prepaid shipping label.
Exciting Update: Idiomatic is Now ATA Certified!
We are thrilled to announce that Idiomatic USA is now a proud member of the American Translators Association (ATA)!
The ATA is the largest professional association of translators and interpreters in the United States, known globally for promoting the highest standards of professional excellence and ethics in the industry.
What this means for you:
- Elevated Trust: This membership provides an additional layer of credibility and confidence in the quality and professionalism of the translations you offer.
- Stronger Marketing: You can now confidently incorporate this into your marketing materials! Use phrases like: “Our certified translations are facilitated through an affiliate partner and management team that is a registered member of the American Translators Association (ATA).”
- Competitive Edge: This professional affiliation separates your service from unknown providers and reinforces your position as a premium “one-stop shop” for critical international documentation.
By managing these expectations upfront, you reinforce your role as the trusted final authority on international documentation, saving your client time and protecting your profit.
Questions? Comments? Ideas? Get in touch with us at [email protected].
Or, better yet, schedule a 1-on-1 with me here.
Thanks!
Gabe and the Idiomatic Affiliates Team
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