How to Request an Interpreter: A Practical Checklist

Choosing an interpreting agency

When comparing interpreting companies, explain the setting and the language support you need rather than choosing on price alone. Ask how the agency checks suitability, communicates availability and explains its quotation and cancellation terms. A language service provider should make the request process clear before you commit.

Start with the language and dialect

Tell the agency which language the person prefers, including a dialect or regional variety if known. Nationality alone may not identify the right language. If you are unsure, explain this before the appointment so the team can clarify the requirement.

Provide the appointment essentials

• Date, start time, time zone and expected duration. Include the time zone explicitly when people are joining from different countries.
• Telephone, video or face-to-face service; for an in-person request, provide the location and access requirements.
• A short description of the setting: for example, a school meeting, outpatient appointment or workplace discussion.
• Number of participants, preferred contact person and any accessibility requirements.
• Organisation name, requester details and any purchase-order or procurement requirements.

Share only what is needed

An initial enquiry usually needs a short description of the appointment, not a complete case history. Avoid placing patient records, pupil information, identity documents or confidential case files in a public form or ordinary email. Ask Coordination to agree an appropriate secure channel if preparation materials are needed.

Understand the next steps

TRWL reviews your request and checks suitable availability. The team may ask for clarification before issuing a quotation. Review the service scope, minimum charges, additional costs, cancellation terms and payment arrangements in the quotation or agreement.

Submitting a request, creating a portal account or receiving an availability update does not confirm a booking. Wait for a separate written confirmation after the applicable checks and authorisations are complete.

Keep one clear communication trail

Quote your request reference when contacting Coordination. You can use the optional Client Portal to track requests and exchange permitted information, or continue receiving updates by email. Tell the team promptly if the time, language or service requirements change.