Interpreting Services Terms and Conditions in the UK

Last updated: 5 June 2026

Professional interpreting involves more than reserving a bilingual person. These interpreting services terms and conditions explain how availability, preparation, specialist experience, travel, working arrangements, confidentiality and payment shape a successful booking with Talk and Chalk Language Services Ltd.

This page gives UK companies, solicitors, event organisers, factories, training providers and other organisations a clear commercial framework. If anything is unclear, please ask before confirming your booking.

Interpreting services terms and conditions: scope

The service facilitates spoken communication using the language pair, date, time, location and interpreting method shown in the accepted quotation. The interpreter conveys meaning faithfully and impartially. However, they do not act as a solicitor, consultant, representative or decision-maker.

Written translation, transcription, certification, proofreading and document preparation are separate services unless the quotation expressly includes them.

1. Types of interpreting available

We may provide consecutive, simultaneous, liaison, escort or remote interpreting, depending on the assignment:

• Consecutive interpreting: the speaker pauses while the interpreter delivers each section.
• Simultaneous interpreting: the interpreter works almost in real time, normally using a booth or suitable audio equipment.
• Portable simultaneous interpreting: tour-guide equipment supports mobile visits and smaller groups.
• Liaison or bilateral interpreting: suitable for meetings, visits and conversations between a limited number of people.
• Escort interpreting: communication support during visits, travel or multi-location programmes.
• Remote interpreting: delivered by secure video or telephone connection.

Explore our UK interpretation services, simultaneous interpreting and remote interpreting services.

2. Information required from the client

Please provide information as early as possible, including:

• language, direction and regional variant;
• date, start time and expected duration;
• full venue address or online platform;
• purpose, subject and number of participants;
• required interpreting method;
• agendas, presentations, documents and terminology;
• required qualifications, registrations, DBS status or security checks;
• accessibility and safeguarding requirements;
• day-of-service contact details;
• equipment, parking, access, PPE and security information.

Incomplete or late information may affect preparation, availability and the final price.

3. Interpreter selection and qualifications

Talk and Chalk selects professionals according to the language combination, location, subject, experience and availability. Where relevant, the quotation may specify DPSI or equivalent qualifications, NRPSI registration, DBS status, security clearance or legal, medical, technical and public-service experience.

These credentials are not automatically included in every booking. Therefore, clients must request any mandatory requirement before confirmation. Our guide to interpreter qualifications in the UK explains the main diplomas and registers. The interpreting services terms and conditions then record any credential agreed for the individual assignment.

4. Booking and formal confirmation

A quotation request does not reserve an interpreter. A booking is confirmed only after written acceptance, any required purchase order, receipt of essential project information, any applicable deposit or advance payment, and written confirmation from Talk and Chalk.

Until then, availability may change. Early approval is particularly important for specialist, multi-day and international assignments, and we cannot guarantee a named interpreter before formal confirmation.

5. Minimum booking period

In-person assignments normally have a minimum booking because the interpreter reserves time for preparation, travel and attendance. The quotation will state the applicable minimum. If the appointment finishes early, the confirmed minimum charge remains payable.

6. Working hours, breaks and interpreter teams

The quotation defines planned hours and breaks according to the duration, complexity and interpreting mode. Long, intensive or simultaneous assignments may require two or more interpreters who alternate to maintain accuracy. This is an operational assessment, not a claim that every assignment legally requires two interpreters.

Schedules must allow reasonable meal, welfare and rest breaks. Relevant arrangements will also take account of applicable UK working-time guidance from the Health and Safety Executive.

7. Overtime, waiting time and additional days

Time beyond the confirmed booking may be charged additionally and remains subject to interpreter availability. Delayed participants, access problems or schedule changes may create chargeable waiting time. Additional dates need separate confirmation, while out-of-hours, weekend and bank-holiday work may use different rates. The quotation will explain the calculation method.

8. Travel, transport and parking

Interpreting fees do not automatically include travel unless the quotation says so. Chargeable items may include mileage, rail, underground, bus or taxi fares, parking, tolls, congestion charges, travel time, transfers and daily transport between accommodation and the venue.

We may estimate expenses before confirmation and adjust them if actual arrangements or costs change. The most suitable interpreter may live outside the venue’s city. If so, we will communicate additional costs for approval wherever reasonably possible.

9. Accommodation, meals and travel expenses

Assignments involving travel may require accommodation, meals or subsistence, rail or air travel, local transport, car hire and other reasonable expenses. Talk and Chalk may arrange and recharge these items, or the client may arrange and pay for them directly. We may request a deposit before buying non-refundable travel.

10. Equipment and technical requirements

Full simultaneous interpreting may require an acoustic booth, consoles, receivers and a technical operator. Portable equipment suits tours and mobile visits, while consecutive interpreting may need no specialist system. Remote work depends on a suitable platform, audio and internet connection.

Equipment, technicians, delivery, collection, setup and testing are charged separately unless included in the quotation. The client must support suitable access, power, internet, sound-system integration and venue cooperation. These interpreting services terms and conditions apply alongside any equipment schedule in the accepted quotation.

11. Health, safety and site requirements

The client should provide a safe working environment, site induction, relevant risk information, required PPE, safe access, emergency procedures, appropriate workspace, welfare facilities and reasonable breaks. Interpreters must follow reasonable site rules supplied in advance.

For industrial work, please request PPE sizes and mandatory documentation before the service date. The HSE explains the general duty to provide a healthy and safe workplace.

12. Confidentiality and data protection

Interpreters must treat communications, documents and project information confidentially, subject to applicable law. We can arrange an NDA where requested. Access should be restricted to those who need the information, and materials may be returned or securely deleted when appropriate.

Where personal data is processed, the parties should follow UK data-protection requirements. The ICO’s UK GDPR principles include data minimisation, storage limitation, security and accountability.

13. Impartiality and professional conduct

Interpreters should interpret faithfully and impartially, avoid personal advice, disclose relevant conflicts, maintain professional boundaries and treat participants respectfully. They may request clarification, repetition or a slower pace when necessary.

14. Remote interpreting

The client must provide a valid link, test audio and video, ensure stable internet and suitable microphones, maintain confidentiality at each location and supply a technical contact. A short connection check should be allowed before the appointment.

If technical problems interrupt the service, the parties should try reasonable troubleshooting or an alternative connection. Time lost because of client-side access or equipment problems may remain chargeable, depending on the booking terms.

15. Changes to a confirmed booking

Changes to the date, time, location, duration, language, subject or interpreting method may require a revised quotation, another interpreter, additional travel, different equipment and new written confirmation. All changes remain subject to availability.

16. Cancellation and postponement

The quotation or booking confirmation states the applicable cancellation conditions. No cancellation charge normally arises before formal confirmation unless the client has expressly authorised non-refundable expenditure.

After confirmation, short-notice or same-day cancellation, non-attendance and postponement may incur the charge shown in the booking documents. Non-refundable travel, accommodation and equipment costs may also remain payable. Where events beyond reasonable control arise, both parties should seek a practical alternative under these interpreting services terms and conditions.

17. Interpreter replacement and contingency arrangements

If an assigned interpreter becomes unavailable through illness, emergency or another event beyond reasonable control, Talk and Chalk will make reasonable efforts to find a suitably experienced replacement. An identical profile cannot always be guaranteed, and the replacement may travel from another city.

We will communicate additional costs whenever possible. If no suitable replacement is available, the parties may discuss postponement, remote delivery or another practical solution. Replacement cannot be guaranteed in every circumstance.

18. Fees, invoicing and VAT

Fees appear in the quotation. Talk and Chalk Language Services Ltd is currently not VAT registered, so VAT is not presently added. If that status changes, applicable tax will appear on future invoices as required.

Approved additional costs may be invoiced separately. Clients must provide accurate billing details and any required purchase-order reference. The payer may also be responsible for bank charges or currency-conversion costs.

19. Payment conditions

Payment terms appear in the quotation and invoice. We may require advance payment from new clients or for shorter assignments, as well as deposits for travel, accommodation or equipment. Corporate clients may receive an agreed payment deadline. Payment is accepted by bank transfer or another approved method.

A booking may remain unconfirmed until required funds arrive. Late payment may affect future bookings and may be subject to rights available under UK law. Current official guidance on late commercial payments is available from GOV.UK. The quotation and these interpreting services terms and conditions should be read together.

20. Purchase orders

Where a purchase order is required, the client should issue it before the assignment. It should match the company name, service, dates, language combination, quoted amount, expenses and payment conditions. Conflicting purchase-order wording does not automatically replace an expressly accepted quotation unless both parties agree in writing.

21. Client cooperation and preparation materials

Quality depends partly on preparation. Please share relevant agendas, presentations, speeches, terminology, names, job titles, previous translations, site plans and legal or procedural context in advance. We will treat those materials confidentially, subject to applicable law.

22. Complaints and service concerns

Please report concerns promptly and include the booking reference, date, location, description and relevant supporting information. Talk and Chalk will review the matter fairly and respond within a reasonable period.

23. Accuracy and appropriate reliance

Interpreters use reasonable skill and care. Nevertheless, they may request clarification when speech is inaudible, ambiguous, highly technical or delivered without adequate preparation. Important legal, medical, financial or technical decisions should rely on the relevant professional advice and verified written documentation, not solely on an interpreted conversation.

24. Events beyond reasonable control

Serious illness, transport disruption, severe weather, venue closure, power or network failure, government restrictions and emergencies may prevent performance. In such cases, the parties should cooperate on a reasonable alternative, such as remote interpreting, replacement or postponement.

25. Quotation validity and acceptance

Each quotation shows its validity period. Pricing and availability are not guaranteed after that period unless confirmed again. Written acceptance, payment of a deposit, issue of a purchase order or an instruction to proceed may constitute acceptance of the quotation and referenced interpreting services terms and conditions, subject to the precise booking documentation.

Please raise questions or request amendments before confirming.

Frequently asked questions about interpreting services terms and conditions

When is an interpreter booking confirmed?

Only after all required acceptance, information, purchase-order and payment steps are complete and Talk and Chalk confirms the booking in writing.

Are travel expenses included?

Not automatically. The quotation will say whether travel is included or charged separately.

Is there a minimum booking?

In-person assignments normally have one. The individual quotation states the applicable minimum.

Can I request DBS status or NRPSI registration?

Yes. Tell us before confirmation because specific checks, registrations and qualifications are not included automatically.

What happens if the appointment runs overtime?

Additional time is subject to availability and may be charged according to the quotation.

What happens if I cancel or postpone?

The booking-specific cancellation terms apply, together with any authorised non-refundable travel, accommodation or equipment costs.

Can Talk and Chalk provide equipment?

Yes, where requested and available. Equipment and technical support must appear in the quotation.

Are two interpreters always required for simultaneous work?

No universal rule applies to every booking. The appropriate team depends on duration, intensity, complexity, mode and working conditions.

Is VAT added?

Talk and Chalk Language Services Ltd is currently not VAT registered, so VAT is not presently added.

What if the assigned interpreter becomes ill?

We will make reasonable efforts to arrange a replacement or discuss remote delivery, postponement or another practical solution.

Company information

Talk and Chalk Language Services Ltd
Company number: 17263829
Registered office: 128 City Road, London, EC1V 2NX, United Kingdom

This page provides the standard commercial framework for Talk and Chalk’s interpreting services. It does not replace the project-specific quotation, booking confirmation, contract or purchase order. Where those documents expressly set different conditions, their project-specific wording takes precedence.