It applies to this project and to any accepted proposal or email confirmation that sets the price, files, and delivery date. My job is to produce a translation you can submit or review with confidence, with close line by line correspondence, careful handling of names, seals, and notes, and formatting that makes the source and target easy to compare. The terms below explain what you will receive, what I need from you, and how we handle changes once work has started.
What I will deliver
I will translate the documents you provide for this project as certified document translation between Japanese and English, and I will format the deliverables so they are easy to check against the original.
The deliverables for this project are listed under this section. My price and timeline are based on the files I review at intake, including page count, legibility, and any tables, forms, or dense technical sections. If a scan hides margins, stamps, small print, or handwritten content, I will pause and ask for a clearer copy before I start so the finished set matches what is actually on the page.
* Certified translation PDF * Editable file copy * Terminology and name list * Translator notes page * QA check summary * File naming and version set
Payment
To book the work, you pay 30% of the total price when you sign. I start intake and scheduling once that booking payment is received. The remaining 70% is due when I hand over the finished files.
Each invoice is payable within 14 days of its date. If a payment becomes overdue, I will tell you in writing and I may pause further work, hold back any not yet delivered files, or delay corrections until the account is up to date. If you think an invoice is wrong, tell me promptly so I can check it against what was agreed for this project.
Corrections and changes
This project includes one revision round after delivery. A revision round means you send me one consolidated list of corrections, focused on translation accuracy, names, numbers, units, and formatting consistency with the source. I will apply those corrections and resend the updated files.
Anything beyond that is treated as a change, not a revision. Common examples are a new source version, added pages, text that was edited after intake, or a request to rewrite wording for a different audience. If that happens, I will price the change and confirm any impact on the deadline in writing before I continue. Rush requests can also change the price because I may need to move your job ahead of my queue and work evenings or weekends.
Who owns what
Once the final invoice is paid, you own the finished translation files I deliver for this project, including the certified translation PDF and any editable copies included in the deliverables. You can use them for submission, internal review, contracts, manufacturing documentation, or any other business purpose connected to your documents.
What I keep are my working materials: my CAT tool setup, glossaries and templates I use to produce consistent work, and my translation memory. I may reuse non-identifying terms and phrasing patterns in my translation memory so future projects for you stay consistent. I do not reuse or share identifying content from your documents.
Limits you should know
I take care with names, dates, figures, and units, and I run a bilingual QA check, but I can only translate what is on the page. If the source text is unclear, contradictory, partly unreadable, or missing pages, I will ask questions or request a better copy. If you tell me to proceed without clarification, you accept the risk that the ambiguity stays in the translation.
I format certified document translation to match common immigration and business review needs, but I cannot control a third party’s internal rules or last minute template requirements. If the receiving office has a required format, wording, or form, send it before I start so I can build it into the layout and notes.
Ending the project
You or I can end this project by telling the other in writing. The notice period is whatever we agree in writing for this project, based on how close we are to the delivery date and what work is already underway.
If the project ends early, you pay for the work I have completed up to the end date, including any non-recoverable time spent on intake checks, terminology decisions, translation, QA, and formatting. If you have already paid more than the value of the completed work, I will refund the difference. If you have paid less, I will invoice the balance. On request, I will hand over the latest usable files I have at that point, clearly marked as draft if they have not passed my final QA and formatting checks.
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