These Terms set out the standard terms and conditions under which we will provide services to our clients.  Details of the services to be provided in a particular matter and how we will charge for those services are set out in the Letter of Engagement, which accompanies these Terms. 

These terms and conditions may only apply if the interested party does not put forward their policy, terms, and condition of purchase order.

We aim to offer our clients (you) high quality English-Russian-English information interchange in bilingual formats with a personal service at a fair cost.

We will:

represent your interests and keep your business confidential.
explain to you the work which may be required and the prospects of a successful outcome.
make sure that you understand the likely degree of financial risk which you will be taking on.
keep you regularly informed of progress.
deal with your queries promptly, within few hours at the latest.

Our aim is to offer all our clients an efficient and effective service at all times.  Our clients and our staff are of first importance to us. We hope that you will be pleased with the work we do for you.
Should there be any aspect of our service with which you are unhappy, please raise your concern in the first place with the person who is identified in the Letter of Engagement as having overall supervision of the matter.
We will aim to communicate with you by such methods as you may request. We may need to virus check discs or emails. Unless you withdraw consent, we will communicate with others when appropriate by email or fax but we cannot be responsible for the security of correspondence and documents sent by email or fax.
Data Protection legislation requires us to advise you that your particulars are held on our database. We may, from time to time, use these details to send you information which we think might be of interest to you.

We have a policy of round clock readiness to any request with a few hours response at the latest seven days a week. Voice messages can be left on the answer phones of direct lines of VoIP, text messages can be sent by fax, e-mail or via instant messengers VoIP systems and return call or text message can be arranged by return.

The Letter of Engagement sets out how our fees will be calculated and what expenses you are likely to incur. Where those fees are calculated by reference to hourly rates, we reserve the right to amend those rates from time to time; usually annually.  Any changes will not take effect until we have notified them to you in writing.  

When acting on behalf of a limited company, we may at any time require a director and, or, a controlling shareholder to guarantee that our fees and expenses will be paid.  
If, for any reason, a matter does not proceed to completion, we will be entitled to charge you for work done and expenses incurred.

Unless the Letter of Engagement states that our fees and expenses will become payable at a particular time, they will normally be billed to you each month.
All our bills are payable within 28 days after they are sent to you. If you fail to settle a bill within that period, we are entitled to charge interest on the amount overdue at the rate of 1.5% per month compounded (2 1.5% per annum).
Payment of our bills may be made by cheque, MasterCard, Visa, debit card issued by a UK High Street hank (Switch), BACS or CHAPS.  We do not accept payment in cash where the amount to be paid exceeds £100.

We are required under the Regulations to obtain evidence of identity from you before starting to act. Such evidence must be both as to who you are and your address. This applies equally to private clients and business clients, including both individuals and corporate bodies. It also applies to existing clients unless we already hold up to date evidence of their identity.
The Regulations require us to retain such evidence for at least 5 years and to produce it on request to the Police.
The person having conduct of your matter will discuss with you what evidence of your identity we will require, but it must be sufficient to establish your identity not just to us but also to any reasonable person who does not otherwise know you.

The Act requires us to report to the National Criminal Intelligence Service any circumstances which cause us to suspect, or which are considered such that we ought to suspect, that you or anyone else involved in the matter we are dealing with has or will benefit from some financial crime.  A financial crime means not just fraud but dealing with the proceeds of any criminal activity, wherever committed, including theft, terrorism, drug trafficking and failure to pay any tax or duty.  The benefit can be of any amount so, for example, failure to pay a vehicle road fund licence or television licence would be covered by the Act.  Failure by us to comply with the Act is itself a criminal offence.
If we have to make a report, the Act requires us to undertake no further work until authorised to proceed by the National Criminal Intelligence Service. It also prevents us from telling you that a report has been made or giving you an explanation as to why we have ceased work.
Our duties under the Act take precedence over all our professional and contractual obligations to you. Accordingly, by instructing us you accept that we will not be liable for any loss you may suffer because we have made a report under the Act and, or, have ceased work while we await authority to proceed.

After your instructions terminate, we shall be entitled to retain all papers you or others have passed to us and all documents we have created on your behalf, while there is money owing to us for our fees and expenses.
Once all our fees and expenses have been paid and unless you request that they be released, we will keep your file of papers in storage for not less than 1 year.  After that period, we have the right to destroy the file.

We also reserve the right to make a charge for storage, if we ask you to collect the file and you fail to do so.

If we retrieve papers or documents from storage in relation to continuing or new instructions to act in connection with your instructions, we will not charge for such retrieval. However, we may make a charge based on time spent for producing stored papers or documents to you or another at your request.  We may also charge for reading, correspondence or other work necessary to comply with your instructions.

Our liability, and that of our employees and consultants, to our clients in contract or tort  or under statute or otherwise is limited:
to exclude liability for indirect or consequential economic loss or damage (including loss of profits) howsoever arising;
such that we shall not be liable in respect of any claim, or series of connected claims, for an amount exceeding in aggregate £10,000,000;
provided that such liability does not arise from our fraud or other deliberate act or from any personal injury we may have caused.
To the extent that it is effective in law to do so, these Terms of Business also limit our liability to those who are not our clients but who it is foreseeable may benefit from or be affected by the services we provide, to the same extent as if they were a client of this firm This limitation shall not be interpreted as an assumption of liability on our part to anyone who is not our client.

You may terminate your instructions to us in writing at any time.
If we decide to stop acting for you, for example if you do not pay an interim bill or comply with a request for a payment on account of fees or expenses, we will tell you the reason and give you notice in writing.
We are entitled to stop acting for you at any time, if continuing to act would involve us in any criminal activity (or assist such activity by others) or for other good reasons. Examples of good reasons include where we cannot continue to act without being in breach of the rules or principles of conduct which govern solicitors, where we are unable to obtain clear instructions from you or where there is a serious breakdown in confidence between you and us.

By instructing us to proceed in accordance with the accompanying Letter of Engagement, you will be deemed to have accepted these Terms of Business.
These Terms of Business will also apply in respect of any future matter on which you may instruct us, whether or not a copy of them accompanies the Letter of Engagement sent in respect of that matter, unless we notify you that new Terms of Business will apply.

July 2005

Letter of Engagement

TO: CUSTOMER order no:


DATE: XXXXXX job no:


Deadline: XX Day, XX Month XX HR

Please read and sign this Letter to accept the terms and conditions of the project, alternatively, please provide your Purchase Order for my signature

General conditions

By accepting the work specified in this Letter of Engagement I agree to carry it out in accordance with the following conditions:-

Professional Competence: I will only undertake the work which I am competent to handle and the customer reserves the right to return work to the translator without payment if, in their opinion, the work is not of a suitable standard, which shall be understood to mean a translation free of grammatical and spelling errors written in a readable style and which is an accurate rendering of the source text. I undertake to inform the customer immediately on receipt if the work is not within my ability.

Presentation: Unless otherwise indicated by special instructions, I should overtype the original document (if its in an editable format) or mirror the appearance of the document (if the original is a hard copy or a pdf/image file). The customer reserves the right to retype/reformat translations which are poorly presented and may reduce the translators fee by 25%. Should the translation require editing or alterations due to material inaccuracies, the fee may be reduced by up to 50% at the discretion of the customer.

Deadline: I am responsible for ensuring that the work is completed and delivered in a prompt and timely manner by the date specified by the customer. The customer reserves the right to reject without payment any translation received after the time limit. I undertake not to accept work which I know, or might reasonably be expected to know, I cannot complete within the stipulated time limit. I also undertake to inform the customer of any unforeseen circumstances arising, which prevent me from completing an assignment accepted in good faith.

Non-solicitation: In accepting this Letter of Engagement I agree on my own behalf and that of any subcontractor/s not to come to any private agreement with the client or companies/individuals I may come in contact with in the course of the customers current and future assignments. I agree not to disclose my address or telecom details to the client unless approved by the customer. I further agree not to discuss financial terms with the customers client.

Confidentiality: Confidentiality is of vital importance and should be maintained at all times. It is understood that all material received by myself from the customer is strictly confidential and I shall not disclose any information I may acquire concerning the clients of the customer to any third party, nor shall I approach any client of the customer at any point during the course of a job or at any point in the future without the express written permission of the customer.

Project: Translate - XXX

Languages: English > Russian or Russian > English

Word count: as in the target or source language

Format required: Word, or any other Application

Text in the format: Target only, or bilingual: target vs source in columns or page-to-page

Delivery:  By email, FTP, HTTP, or by Post on any media

Rate: XX.00/1000words, or XX.00/HR in £, US$, , .

Special instructions:

Thorough proofread to be ensured, preferably by a third competent party.

Peruse of the original text to produce a list of inconsistency, typos, and grammar errors to be rectified before translations is undertaken.

Conversion from the "no editable" source format into editable target format

Payment terms: 30 days from receipt of invoice