A guide for freelance translators

When I started writing on LinkedIn, I thought of freelance translators as my main audience. As a Vendor Manager, I am in constant communication with different suppliers, and I thought this was the best way to lay the foundation for bridging the gap between the two sides: translation companies and freelance translators. I thought that if I wrote about what a Vendor Manager does and wants from a freelance translator, this may help them get new clients, plus it will help my daily work as I will get better applications.

My professional experience has given me an overview of how freelance translators present themselves to their potential clients. The market is endless, and finding the right freelance translator for your projects can seem like finding a needle in a haystack.

These articles are my most popular to date, so I wanted to compile all of the information in one single place, updated and restructured. I will talk about a freelancer’s first impression, my take on what to add in your introductory email, CV and portfolio, and finally, some tips on how to stand out from the crowd. 

First impressions

As most of the freelance work within the translation industry is carried out remotely, the opening impact a freelance translator can have with their CV and introductory email is the key to starting new collaborations.

Let’s start with the obvious; the email address “forestwitch22@hotmail.com” is not appropriate for a business environment. I understand email addresses are limited, and if your name is as common as “Carmen”, most of the good choices have already been taken. However, if you are unable to buy a domain, think from the point of view of the people who will be using/remembering your email address. Vendor Managers and Project Managers will easily know your name, surname or company name, so consider using something such as “ccisneros.resourceful-l10n@gmail.com”, “carmen.cisneros.resourceful-l10n@outlook.com” etc.

Freelance translators can either answer a job advert or send a speculative application. In any case, research the company to make sure that they are a good fit for you, plus find out who the person is who is more likely to receive your email, and address it accordingly. In my opinion, a translator who starts their email with “Dear Carmen/Ms Cisneros” gets their foot in the door straight away, as I usually receive so many emails addressed to Madam, Project Manager, Recruiter or even just Sir.

If you are getting in touch with a new company on the basis of an advertised project, double-check that you fit the profile they are seeking, mention the advert/project in your introductory email and highlight the skills that would make you the best supplier for that particular job. My advice would be to also add information about your general experience as an appendix so that the Vendor Manager is aware of your full potential.

If you are sending a speculative application, researching the company and mentioning it in your introductory email is key to being noticed. Vendor Managers may be busy, so this will ensure that they stop what they are doing and pay attention to your application.

Introductory email, CV and portfolio

As a freelancer, you are not applying for a vacancy within the organisation, but you are offering your services as a self-employed professional. Therefore, the introductory email (cover letter) and CV of a freelance translator must differ from one of a regular job-seeker. Being self-employed, you are selling your skills as a service to your clients. You can’t afford to appear unprofessional.

When redacting your introductory email, keep it short. No one likes to read long messages containing a sales pitch. State what you are looking for and what you can offer. Mention your language combination(s), primary subject matter(s), years of experience and/or education, and rates. Think of it as the starter in a meal. You wouldn’t want to spoil the main dish, so my advice would be not to list information that can be easily found in your CV.

On the other hand, how long should your CV be? It will depend on how much of your experience you want to include and the format. In principle, your CV should always reflect your experience and skills in a professional way. I prefer short, informative and colourful CVs, but as far as I know, there isn’t an industry standard. Skills and experience aside, you want to show your personality, so you should choose a design that is most relevant to you. The way you choose to present your professional career to your potential clients is the most exciting part, in my opinion.

My trick is to choose the layout for your CV according to the content you would like to include. If you don’t have much experience as a freelance translator, but you have worked as a lawyer for ten years, I would choose a horizontal format where you can explain your previous role in depth. On the other hand, if you have been a freelance translator for a while, I would recommend choosing a vertical format where you can list subject matters, volumes per year, examples of projects, client feedback etc.

I always recommend canva.com, which is free to use and has dozens of templates to choose from. Of course, most people use Microsoft Word templates and Google Docs to create their CV and portfolio. If you use any of these apps, I recommend that you add a personal touch, maybe a different colour palette or a font that makes your CV unique and original. Adding a company logo and/or any membership logos will also help you stand out from the crowd. My advice is to convert it to PDF format once it’s been finished, as it looks much cleaner and professional than sending a document in Word/Excel format (it is also more difficult to modify or steal information from it).

The most important thing is that the information should be clearly visible and understandable to the Vendor Manager. Your contact details, language combination, years of experience, skills, education, services and CAT tools (or lack of them) are essential on a CV. It is always relevant to mention any membership, certification or even your usual working hours.

Nowadays, there is an increasing focus on CPD recording. Your CV and portfolio are the best places to record, and demonstrate to your clients, all the new skills you have acquired. Advertising your new skills, and the development of your career, is the best way to win new clients and projects. If you are adding any CPD information to your CV, then my recommendation is to separate it from your previous education, which will also prove helpful when updating this list in the future.

In order to keep your CV short (1-2 pages), I like the idea of keeping track of specific projects in a portfolio, separately from your CV. In the portfolio, you could add any publications, regular work and past projects you have delivered. Your CV should give an overview of your skills, and your portfolio can include a list of your clients and the different documents you have translated. This will come in handy when Vendor Managers ask you about specific information on your experience and the type of documents you have translated.

In my opinion, you should always have an up-to-date version of your CV within reach (max. 2 years old); whether you are looking for new clients or you just want your existing customers to have an updated version of the one you gave them ten years ago.

Standing out from the crowd

Vendor Managers are continuously searching for new talent. I probably post about five adverts per month in order to cover my company's needs for translators. Although I may post adverts on Facebook and LinkedIn, Proz.com is my go-to website for recruiting translators.

For some adverts, I will probably receive around 60 emails from freelance translators and companies applying for the project advertised. However, I would generally choose around 5-10 translators to onboard. A high volume of applications is great news for any Vendor Manager, but it means some translators will pass by unnoticed, and won't be successful on their application for this particular opening. So, how to make your application stand out from the crowd as a freelance translator?

As we mentioned before, a great introductory email is key to ensuring that the Vendor Manager notices your application and reviews your CV. Always find the name of the person hiring and address them directly wherever possible. Whenever I advertise a position, my name and position are always clearly stated, but if you can’t find the information on the advert, check the company's website and Proz.com profile to find out who would be screening your application, and also to ensure that you are dealing with a professional and honest company.

It could be that although your application was spot on, you never heard back from the Vendor Manager. I recommend following up with a call or an email if you are genuinely interested in working with that company long-term. Job openings come and go, but once you are on the Vendor Manager's radar, you are more likely to be added to the database, and therefore, will receive work from them.

Have got questions? Do not hesitate to get in touch with me via LinkedIn if you would like additional information, or would like me to help you create an engaging introductory email and CV. :)