Responsibilities of the Client Towards the Interpreter
In short: A smooth interpreting session starts with good preparation. These guidelines — based on ISO 18841:2018 — help you create the right conditions so your interpreter can deliver the best possible result.
Applicable across the Netherlands, Belgium, Germany, Luxembourg and France
Good preparation by the client leads to better interpreting for everyone.
Why These Guidelines Matter
Interpreting is a collaboration. The interpreter brings language skills, training and professionalism — but the quality of the session depends just as much on what the client provides. A quiet room, clear briefing materials and realistic time planning can make the difference between a good session and a great one.
The guidelines below are drawn from ISO 18841:2018, the international standard for interpreting services. At Tolk2Go, we follow these guidelines to ensure a smooth, safe and professional experience for everyone involved — clients, interpreters and the people who depend on the interpretation.
The Seven Client Responsibilities
1. Ensure Appropriate Working Conditions
The conditions may vary by assignment, but at a minimum the client should:
- Provide good infrastructure and manage the flow of the conversation
- Provide a suitable working environment — quiet rooms, properly working technology, adequate ventilation
- Request the appropriate number of interpreters based on the nature and duration of the assignment (simultaneous interpreting always requires at least two interpreters)
- Ensure the work environment is safe so the interpreter can work without risk to personal safety
- Allow the interpreter to leave any dangerous situation without penalty if personal safety is at stake
- Reserve adequate time — consecutive interpreting typically takes longer than simultaneous interpreting
- Inform the interpreter of any known risks and provide written information about safety measures, procedures and any required clothing or equipment
- Plan and provide appropriate breaks during the assignment
2. Establish Clear Terms and Conditions
When an interpreter is engaged, the client should clearly establish and document the terms and conditions of the working relationship. This includes the scope of the assignment, the expected duration, cancellation terms and any specific requirements. On Tolk2Go, these terms are part of the booking process — visible and agreed upon before the assignment starts.
3. Provide Detailed Assignment Information
To ensure high-quality interpreting, give the interpreter as much background information as possible. This includes:
- General information about the assignment and its level of sensitivity, including any potentially sensitive information that could be disclosed
- Any texts to be sight-translated, plus available glossaries, speaker's notes and presentations to assist preparation
- Administrative details: complete venue address, expected arrival time, relevant contact information and the date and time of any briefing meetings
4. Pay Within the Agreed Timeframe
The client should honour payment terms in accordance with the agreement or terms of engagement established with Tolk2Go. Timely payment is essential to maintaining a professional relationship and ensuring interpreters remain available for future assignments.
5. Notify About Recordings or Broadcasts
If the interpreting is to be recorded or broadcast — for example via live streaming — the interpreter should be notified beforehand to obtain authorisation and discuss any possible additional costs. This applies to video recordings, audio recordings, webinar platforms and any form of redistribution.
6. Understand the Nature of Interpreting Output
Interpreting output cannot be directly compared to a written translation or dubbing output. Live, real-time language rendering involves split-second decisions that differ from the considered process of written translation. The client should recognise this distinction. The interpreter may request a disclaimer reflecting this reality.
7. Liability Considerations
Clients should exempt interpreters from liability arising from misconstruction of content or misunderstandings, especially when:
- Technical conditions are not those requested by the interpreter or set out in relevant ISO standards
- Any dispute arises regarding interpreted content where the interpreter followed professional standards and best practices
How Tolk2Go Helps You Get It Right
When you book through Tolk2Go, the platform prompts you to provide the key details — date, time, location, subject matter and any special requirements. This information goes directly to the interpreter before the assignment.
Once a booking is confirmed, you can communicate directly with the interpreter to share preparation materials, glossaries, presentations or specific instructions.
All costs, cancellation terms and conditions are visible before you confirm a booking. No hidden terms, no surprises after the fact.
Before booking, you can see the interpreter's qualifications, sector experience and client reviews. Choose someone who matches the requirements of your specific assignment.
Quick Checklist Before Your Assignment
- Quiet, suitable room — ensure the interpreter can hear and be heard without distractions
- Working technology — test audio, video and screen-sharing before the session starts
- Materials shared in advance — send presentations, agendas, glossaries or case files ahead of time
- Realistic time planning — allow extra time for consecutive interpreting; plan breaks for longer sessions
- Safety information — if the assignment involves a factory, construction site or other risk environment, brief the interpreter on safety procedures
- Clear point of contact — make sure the interpreter knows who to contact on arrival and during the session
Frequently Asked Questions
Why should I provide preparation materials to the interpreter?
Interpreting is a highly demanding cognitive task. When interpreters receive glossaries, presentations or background documents in advance, they can prepare terminology and context — which directly improves the accuracy and quality of the interpretation. Even a brief agenda or list of names helps.
How many interpreters do I need?
For consecutive interpreting (meetings, consultations, appointments), one interpreter is usually sufficient. For simultaneous interpreting (conferences, events, webinars), a minimum of two interpreters per language combination is required — they alternate every 20 to 30 minutes to maintain accuracy. For assignments longer than a full day, three interpreters may be recommended.
What if the assignment involves a potentially unsafe environment?
Inform the interpreter beforehand about any known risks — factory floors, construction sites, detention centres or settings where emotional distress is likely. Provide written safety instructions and any required protective clothing or equipment. The interpreter has the right to leave a dangerous situation without penalty.
Can I record or broadcast the interpreting session?
Only with the interpreter's prior consent. If you plan to record, livestream or redistribute the interpreted content, notify the interpreter before the assignment. There may be additional costs involved. Never record without informing the interpreter first.
Is interpreting the same as written translation?
No. Interpreting happens in real time — the interpreter listens, processes and speaks within seconds. Written translation allows time for research, revision and polishing. The outputs are different in nature and should not be compared directly. ISO 18841 explicitly acknowledges this distinction.
What are my payment obligations?
Payment terms are established at the time of booking and visible on the platform. Clients should honour these terms as agreed. On Tolk2Go, all costs — interpreter rate, preparation fees, travel — are transparent before you confirm the booking.
Where can I find more information about working with interpreters?
Visit the FAQ page for general questions about how Tolk2Go works. For specific questions about your assignment, contact us directly — the team is happy to help.
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