How to Run a Tender for Ukrainian Translation Services

Ukrainian translation companies often receive tender invitations from foreign partners. Sometimes, however, the way a tender is organised makes it harder to choose the right supplier. This article explains why that happens and how to avoid it.

Selection criteria

Many tenders for Ukrainian translation services are a black box. Suppliers are asked to quote without knowing what the end client actually expects. Even when a request includes the volume, deadline and file format, it may leave the required service and quality expectations unclear.

Imagine walking into a beauty salon and saying, “I need my makeup done.” Or going to a restaurant and saying, “Make me dinner.” You would expect a few questions. If you leave everything to the provider, you may be offered a standard option, only to realise afterwards that it was not what you wanted.

Translation agencies often find themselves in a similar situation. An agency receives a request for a quote on a four-million-word English-to-Ukrainian project. It asks about file formats, deadlines and the expected workflow, but gets no clear answers. With little else to go on, it quotes based on assumptions. After several emails, it turns out that the customer was looking for a cheaper option: post-editing of machine translation. That is a different service and should have been specified in the initial request.

To save time on both sides, state your requirements clearly from the beginning. Explain what kind of service and supplier you need. Some companies may decide not to bid because the project is not a good fit. A premium translation provider may not enter a competition decided solely on price, while a team without the necessary technical capabilities may realise it cannot handle the project.

The budget

The budget is closely linked to the selection criteria. Sharing your maximum budget helps suppliers understand what they can offer within it. A translation, editing and proofreading process involving two linguists can cost considerably more than light post-editing of machine translation.

Every experienced supplier knows ways to make the process cheaper. The question is whether the resulting service will meet your needs. Many agencies with a reputation to protect will not go below a certain standard just to win a tender. If the budget requires compromises they are unwilling to make, they will withdraw.

Questionnaires

Some tender questionnaires are unreasonably long and complicated, yet reveal little about a supplier’s ability to do the work. The process can end up favouring companies that are good at completing tender forms rather than those that are good at delivering translations.

Knowing this, qualified Ukrainian agencies with little tender experience may decide that the paperwork is not worth their time and choose not to apply. This is especially likely when the selection criteria and budget are unclear.

A more practical approach is to start with a short screening questionnaire, followed by a Ukrainian translation test. Suppliers who pass the test will have a clearer reason to invest time in the more detailed paperwork.

Safety concerns

This is a sensitive subject for Ukrainian businesses, including translation agencies. Customers see images of destroyed Ukrainian cities and may assume that the same conditions apply everywhere. This can make them hesitant about working with suppliers based in Ukraine.

Conditions vary across the country, and many Ukrainian businesses have adapted to working during the war. Ask suppliers how they handle power cuts and other disruptions, and assess whether their arrangements meet your project’s needs.

There is no need to rule out a Ukrainian supplier because of its location alone. Sourcing Ukrainian translation services abroad can also increase costs, particularly in countries with a higher cost of living.

Conclusion

A good tender gives suppliers enough information to decide whether they can meet your needs. State the requirements and budget upfront, keep the initial paperwork manageable, and assess each agency’s ability to deliver. Otherwise, the companies you most want to work with may never participate.