Freelance Translator Application

This section outlines D&T Translations' quality expectations, categorized by performance level. Adherence to these standards is crucial for successful collaboration and compensation.

1. Unacceptable Quality (No Payment): Translations exhibiting significant unprofessional errors, numerous omissions, or direct machine translation output without proper post-editing and formatting adjustments. Such submissions will not be eligible for payment.
2. Substandard Quality (Payment at Risk): Translations showing some effort but containing numerous careless mistakes or omissions, including machine translation with minimal post-editing or formatting. Payment for such translations is contingent upon the translator promptly and diligently correcting all identified issues, and only if the client agrees to extend the deadline. Extensive correction processes leading to delays may result in order cancellation and full refund to the client, rendering the translation unpaid.
3. Acceptable Quality (Requires Correction): Translations demonstrating professional effort but containing minor errors or omissions. The translator is required to promptly and thoroughly resolve all identified issues.
4. Good Quality (Minor Corrections Expected): Translations reflecting professional diligence, with only minor, insignificant errors that may indicate a lack of meticulous review. The translator is responsible for promptly correcting any identified issues.
5. Excellent Quality (Desired Standard): Translations that are meticulously formatted, free of serious errors or omissions, and demonstrate a high level of linguistic accuracy and cultural appropriateness. This is the standard we strive for.

This section outlines the mandatory formatting and appearance standards for all submitted translations. Adherence to these guidelines ensures professional presentation and client satisfaction.

1. Accuracy and Completeness: Thoroughly proofread all translations for errors or omissions in names, numbers, dates, grammar, syntax, and lexicon. If Machine Translation (MT) is utilized, meticulous post-editing alongside the source text is required to eliminate MT errors, nonsensical output, or mismatches. Manual re-translation is necessary where MT output is inadequate.
2. Visual Replication: Translations must adhere to the source document's formatting. This includes recreating tables, utilizing text boxes, and accurately representing stamps, signatures, logos, emblems, and other visual elements. Submitting plain text without appropriate formatting that matches the original document is unacceptable. Every element present in the source document must be accounted for in the translation.
3. Layout Consistency: For official documents (government agencies, colleges, universities), translations must closely mirror the source document's layout. The placement of the target text should correspond to that of the source text to ensure a high degree of textual and visual resemblance.
4. File Naming Conventions:
   • Official Documents: Files must be named using the order number (e.g., "#12345"). For multiple files associated with the same order, append a sequential number (e.g., "#12345 1", "#12345 2").
   • Business Translations: File names should correspond precisely to those of the original source files.
5. Standard Paper Size: All translations must be formatted to standard paper size (8.5 x 11 inches), unless it is a business translation where the source document's paper size differs. In such cases, the original paper size should be accurately maintained.
6. Company Letterhead (Official Documents): All completed or corrected official, academic, medical, financial, and legal translations must be submitted as client-ready files on our company letterhead. The letterhead file will be provided for download.
7. Letterhead Integrity: The provided company letterhead must NOT be altered, shifted, or misaligned. It is strongly recommended to perform the translation directly within the letterhead file from the outset to prevent formatting issues.
8. Header/Footer Restrictions: Do not place any content in the header or footer sections, nor copy and paste our letterhead into other files, as this often leads to significant formatting discrepancies.
9. Font Specifications: The default font size should be 12pt, and the font type Times New Roman. A font size of 10pt is permissible only if required by the original document's format. Font size must not be lower than 10pt. All typed text must be black and white; colored fonts are not permitted. Titles and other prominent text should be bold and appropriately sized to match the emphasis in the original documents.
10. Right to Reject: D&T Translations reserves the right to reject or decline payment for translations that are poorly formatted or contain errors.

This section outlines our expectations regarding project delivery and the consequences of late submissions.

1. Submission Format (Official Documents): All official, academic, medical, financial, and legal translations must be completed using our provided company letterhead file (available for download) and submitted in MS Word format within the designated "Accepted Section" of your translator portal.
2. Submission Format (Business Translations): Business translations do not require our letterhead and must be completed directly within the provided source files.
3. Proactive Communication for Delays: If you anticipate a delay in meeting a deadline, you must notify us well in advance, clearly stating the additional time required.
   • Impact of Extensions: Requesting a deadline extension carries the risk of the client requesting order cancellation and a full refund, which would result in non-payment for the translation.
   • Justification: All deadline extension requests must be reasonable and fully justified.
4. Consequences of Late Delivery: D&T Translations reserves the right to cancel any order without payment if the translation is submitted past the agreed-upon deadline without prior arrangement.

This section outlines our policy and procedures for handling revisions and corrections.

1. Adherence to Source Text: All requested changes and corrections must be made in strict accordance with the original source documents.
2. Discrepancy Reporting: If a client requests changes or corrections that do not align with the original source text, you must not implement them. Instead, immediately report the discrepancy to us, explaining why the requested changes do not match the source. We will then communicate with the client to resolve the issue.
3. Certified File Revisions: When a correction request is issued, please ensure you make changes to the specific files we attach, as these often contain our company's certification.
4. Correction Turnaround Time: Corrected translations are typically expected within 4-6 hours or by the end of the same business day. Failure to respond to a correction request within 12 hours may result in project cancellation and potential non-payment.
5. Contradictory Requests: It is imperative that you do not implement any requested change that contradicts the original content of the document you translated. Should you identify any contradictory revision requests, please report them to us immediately.

This section details our strict confidentiality policy regarding client information and your responsibilities as a D&T Translations collaborator.

D&T Translations is committed to the utmost security and privacy of our clients' personal information. We maintain secure environments, regularly check our systems for vulnerabilities, and employ robust measures to protect against data leakage or unauthorized access. All information is disposed of carefully and completely, leaving no traces. Please be aware that both U.S. and International Law impose severe penalties, including criminal charges, for the misuse of personal information.

As a valued collaborator, we expect you to uphold equally stringent precautionary measures when handling any information shared with you. Please adhere to the following guidelines:

1. Non-Disclosure: You must not share our customers' personal information, including their documents, with any third parties without our explicit, direct consent.
2. Secure Storage: All client information and documents must be stored exclusively in secure environments and databases.
3. Timely Disposal: You are required to carefully and completely dispose of all documents containing personal information provided to you once the translation work is finalized (typically within one week of project completion).

This section outlines our payment methods. Detailed instructions for submitting payment requests or invoices will be provided within your translator account.

D&T Translations processes payments via PayPal, Payoneer, or Proz Pay. Most payment requests and invoices are paid within 45-60 days of receipt. If your payment request or invoice has been outstanding for more than 60 days, please reach out to us for a status update. Comprehensive instructions on how to create and submit your payment requests or invoices will be made available in your translator account portal. Please keep in mind that any processing, transfer, withdrawal, or platform fees charged by PayPal, Payoneer, or Proz Pay are the translator's responsibility and are paid directly by the translator through the selected payment provider.

This section details how project assignments are managed and our expectations for order acceptance and communication.

Project Assignment Details:

Each assigned project's details will be provided in the dedicated order box within your translator portal. This includes:

• Deadline: The maximum time allocated for project completion.
• Rate: The total compensation for the specific project.
• Order Number: For reference and invoicing purposes.

Order Acceptance and Communication:

1. Prompt Acceptance/Declination: Please accept or decline assigned orders as soon as possible.
2. Reporting Suspicious Content: You must immediately notify us if a document submitted for translation appears suspicious, contains misplaced personal information, or any other questionable content.
3. Timely Confirmation: Orders not accepted within our standard confirmation window (typically 2-6 hours, or up to 12 hours for significantly different time zones) may be re-assigned to another translator.
4. Early Notification for Accepted Projects: If you accept a project but later determine you cannot complete it, you must notify us well in advance of the deadline.
5. Follow-Up Response: In certain cases, we may follow up regarding a project, and we expect a response within 3-6 hours.

D&T Translations is committed to resolving any disagreements amicably and efficiently. In the event of a dispute, controversy, or claim arising out of or relating to this Agreement, or the breach, termination, or validity thereof, the parties shall first endeavor to resolve the matter through mutual discussion and good-faith negotiation, without the involvement of any third parties.

However, should a resolution not be achieved through direct negotiation and external arbitration becomes necessary, the following terms shall apply:

Any dispute, controversy, or claim arising out of or relating to this Agreement, or the breach, termination, or validity thereof, shall be settled by online arbitration in accordance with the Commercial Arbitration Rules of the American Arbitration Association, as modified to be conducted entirely online. The arbitration shall be conducted by a single arbitrator. The language of the arbitration shall be English. The arbitrator's award shall be final and binding on the parties, and judgment may be entered upon it in any court having jurisdiction.

By agreeing to these terms, the translator irrevocably waives any right to initiate or participate in litigation or any other judicial proceeding in a court of law to resolve disputes arising from or related to this Agreement. The arbitrator's decision shall be the sole and exclusive remedy for all disputes.

By agreeing to this section, I, the undersigned applicant, hereby certify that all information provided in this application form, including but not limited to personal details, contact information, qualifications, experience, language proficiencies, uploaded documents (such as profile picture, national ID, resume, and supporting documents), and my agreement to the D&T Translations Terms and Expectations, is true, accurate, complete, and current to the best of my knowledge and belief. I understand that any false, inaccurate, or misleading information may result in the rejection of my application or the immediate termination of any subsequent collaboration with D&T Translations.

Submitting this application form does not establish an employer/employee relationship and does not guarantee a position as a translator with D&T Translations. All translators and other collaborators, such as Desktop Publishing (DTP) specialists, voice-over talents, and subtitle specialists, are classified as independent contractors (freelancers).

Creating a candidate account is the first step in our review process and does not guarantee approval or conversion to a full translator account. Approval of a full translator account also does not guarantee work or a minimum, constant, or regular flow of projects. Translators are independent contractors, and projects are offered only on an as-needed basis according to actual client demand, language pair, qualifications, availability, and project requirements. We value our freelance team and continually work to create more opportunities and provide projects whenever suitable work is available, but the volume and frequency of assignments will vary.

As independent contractors, you are solely responsible for all your tax reporting and tax payments to the relevant authorities in your jurisdiction.

Payment Processing and Tax Forms:

We primarily process payments through PayPal, Payoneer, and Proz Pay. Before D&T Translations can begin processing your payments, you must provide the applicable tax form: Form W-9 if you are a U.S. citizen, U.S. permanent resident, or other U.S. person for federal tax purposes, or Form W-8BEN if you are a foreign individual. Your account's Tax set-up panel provides more information and allows you to upload the appropriate completed form.

These forms document whether you are a U.S. or foreign person, certify your taxpayer information where applicable, and help us determine whether any withholding or direct reporting is legally required. The payment platforms may have their own reporting obligations, including issuing Form 1099-K when applicable. To avoid duplicate reporting, D&T Translations generally does not issue a second information return for amounts reportable by a payment platform, but we will withhold or report payments when required by law.

Tax Obligations for Translators:

• U.S. citizens, permanent residents, and other U.S. persons: You must provide Form W-9 and are responsible for your own U.S. tax reporting and payments. D&T Translations does not withhold taxes unless withholding is required by law.
• Foreign individuals (Non-U.S. Citizens/Permanent Residents): You must provide Form W-8BEN to certify your foreign status.
  • U.S. Presence Reporting: If you are a foreign translator (not a U.S. citizen or permanent resident) and perform any services within the United States, you must report your U.S. presence and activity to us. In such cases, your earnings may be subject to U.S. tax withholding and reporting by D&T Translations to the IRS.
  • Services Performed Outside the USA: For services performed entirely outside the United States by foreign translators who are not U.S. citizens or permanent residents, D&T Translations generally does not have U.S. tax reporting or withholding obligations. You are solely responsible for handling your tax obligations in your country of residence, as we do not report your earnings to foreign tax authorities. It is our understanding that the payment processors (PayPal, Payoneer, Proz Pay) may have their own reporting obligations based on your country of residence.