What do you normally include into your estimates and quotes?

Dmitry

Howdy friends!

Providing estimates is probably one of our key activities that many of us do nearly on a daily basis. So here's a question to all of you: what do you normally put into your estimates and quotes?

Do you only give a price of X amount of $ for X amount of words or do you also add other non-billable but related services, like customer support, project management, file preparation, etc. to show your clients what kind of value they're getting on top of "just translation".

Curious to hear about your best practices and examples ?

eleonorang

Hey @Dmitry ?
In Outlook, I have a fixed template for replies to quote requests that I adjust based on the specific needs/requirements for a project, so as not to risk leaving anything unmentioned or unclarified.

I always specify that the amount relates to a specific service and, if extra services are involved, such as proofreading or file preparation, I specify that this will cost an extra XX. (I usually charge for file preparation unless it only takes 5 minutes or so)

I also specify the number of working days I need to complete the job and the deadline by which I need to receive confirmation and green light – otherwise, I'll need to confirm availability/feasibility again. This is in case they disappear after asking for that quote and then pop up again sometime later saying that's OK, while in the meantime I have accepted a ton of work from someone else ?

If the project is big and the deadline is some time ahead I also ask whether the translation needs to be delivered in one solution or in batches.

This must look like a lot to process to non-translation experts, which is why I leave it at that, but I'm sure there would be other things we need to clarify in quotes... which is why I'm looking forward to other answers ?

Dmitry

eleonorang Interesting approach @eleonorang! So you send this estimate as an email or do you attach it as doc or PDF?

Instead of charging extra for additional services, have you tried packaging everything into one package and simply listing all the things that are included into this package?

eleonorang

Dmitry Instead of charging extra for additional services, have you tried packaging everything into one package and simply listing all the things that are included into this package?

Sure, if I apply a rate per project, I won't be segmenting that rate and specifying the amount each service is worth - boring, right? ? When I specify a service and its value separately, it's because I suspect the client hasn't taken into account the need for that service, or because we have agreed on a standard rate or service that does not usually include that extra task. I think it's always better to state that loud and clear instead of including that in a list of other things which may or may not be read accurately. Better safe than sorry, right?

aaronhemmers

I think it's a good idea to package everything into one offer and list the services included in it. This way clients feel they are getting more for their money from a single project.

eleonorang

aaronhemmers Sounds like a good point if you look at it that way, thanks Aaron!

Dmitry

aaronhemmers Really good point, @aaronhemmers! As service providers we need to make sure that our clients get the biggest bang for their buck ?

I'm curious, apart from the translation itself, what services should we include in our project package?

Also: do you think including more things into the offer could invite haggling? Like when people would say: "Oh, I don't need you to manage my project, I don't want you to convert my file into editable format, I'm perfectly happy if you don't proofread your work or do a QA. Can we get a discount for that, pretty please?"