How to Choose a Translation Agency: 7 Quality Criteria

Criterion 1: ISO 17100 Certification

ISO 17100:2015 is the international standard for translation services. It defines requirements for translator qualifications, the translation process (TEP: Translation — Editing — Proofreading), project management, and quality control.

An ISO 17100 certificate means the agency has passed an independent audit and confirmed compliance. Ask for the certificate number and the certifying body. At Translation Agency "Universal", we work to ISO 17100 standards and undergo annual audits.

Criterion 2: Industry Specialization

Universal translators don't exist. Legal translation requires knowledge of legal systems, medical requires ICD-10 terminology and pharmacology, technical requires an engineering background. Check whether the agency has experience specifically in your industry.

Ask to see a portfolio of relevant projects (NDA-compliant — without confidential data). If the agency can't name a single project in your field, look for another vendor.

Criterion 3: Use of CAT Tools

A professional agency works in SDL Trados, memoQ, Memsource, or equivalents. CAT tools provide:

• Consistency — identical terms throughout the entire document
• Cost savings — repetitions and 100% matches are not retranslated (30–70% discount)
• Terminology management — glossaries integrated into the workflow
• Quality control — automated QA checks (omissions, numbers, tags)

If an agency translates in Word without CAT, that's a freelancer level, not a professional company.

Criterion 4: Real Reviews and Case Studies

Check reviews not only on the agency's website but also on independent platforms: Yandex Maps, Google Maps, industry forums. Pay attention to:

• Specifics — reviews with details (document type, language, timelines) are more credible than generic praise
• Company responses to negative reviews — shows client service culture
• Recommendation letters from legal entities — on company letterhead with a signature

Criterion 5: Transparent Pricing

A reliable agency quotes the cost before work begins — per page (1,800 characters with spaces of translated text). Find out:

• Is editing included in the price or charged separately?
• How is volume calculated — by source or translated text?
• Is there a minimum order?
• How are rush orders priced?

At Translation Agency "Universal", we calculate by translated text, and editing is included. Minimum order starts from 1,200 ₽. We work without VAT (simplified tax system) and provide closing documents.

Criterion 6: Willingness to Sign an NDA

If you're submitting confidential documents (contracts, patent applications, financial statements), the agency should sign an NDA (non-disclosure agreement) without hesitation. We sign NDAs on the day of inquiry — the standard agreement is already prepared.

Also ask how files are stored: on secure servers, encrypted transfer channels, file deletion policy after project completion.

Criterion 7: Deadline Guarantee

A professional agency fixes the deadline in the contract and bears responsibility for meeting it. Find out:

• What happens if deadlines are missed — are there penalties?
• What buffer is built in for unforeseen circumstances?
• How does the agency handle rush orders — does it have the capacity?

At Translation Agency "Universal", deadlines are fixed in the contract. In 13 years, we've missed deadlines on fewer than 0.3% of projects. A team of 50+ translators allows us to scale resources for large and urgent orders.

Checklist: Quick Agency Assessment

1. Does the agency hold ISO 17100 certification (or work to its standards)?
2. Can they show a portfolio in your industry?
3. Do they use CAT tools (Trados, memoQ)?
4. Are there real reviews on independent platforms?
5. Is pricing transparent, with editing included?
6. Are they ready to sign an NDA?
7. Are deadlines fixed in the contract?

If the agency passes all 7 points, you've found a reliable vendor. Learn more about Translation Agency "Universal" or request a quote for your project.