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Software Localization Proposal Template

Software localization is more than translation. It's strings, dates, currencies, RTL languages, regional content, legal compliance, and ongoing updates as the product evolves. The proposal must scope all of this — clients underestimate it 5x.

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What to include in your software localization proposal template

  • String extraction and i18n setup (gettext, ICU, react-intl)
  • Word count and translation scope per language
  • UI re-layout for RTL languages or longer text
  • Date/currency/number formatting
  • Regional content adaptations (legal, marketing)
  • QA pass on translated UI
  • Ongoing translation memory and updates
  • Support documentation translation

How to price it

Localization: $0.10-$0.20/word for translation, $50-$120/hr for engineering setup. Total project: $5K-$20K (one language, mid-size app), $20K-$100K+ (multiple languages with QA). Ongoing retainers $500-$3K/mo per language.

Common mistakes to avoid

  • Charging only for translation, missing the engineering work
  • Not budgeting for ongoing updates (every product release breaks something)
  • Vague QA scope (UI breaks in unexpected places)
  • Mixing translation with regional marketing adaptation
  • Not providing translation memory (every update re-translates)

Sample template content

Here's an example of what a complete proposal looks like for this niche. Use it as a starting point — you'll fill in your own details when you create one.

Scope of Work

Localize [Client SaaS] for Spanish (LATAM) and Portuguese (BR): Phase 1 — i18n Setup (week 1-2): • Audit current codebase for hardcoded strings • Implement react-intl with extraction pipeline • Set up translation memory (Lokalise/Crowdin) Phase 2 — Translation (week 3-5): • 12,000 source words → ES + PT-BR • Marketing site, app UI, transactional emails • Native-speaker review for both languages Phase 3 — Engineering & QA (week 6-7): • UI testing in both languages (text overflow, alignment) • Date/currency formatting verification • 2 rounds of fixes Phase 4 — Handover (week 8): • Documentation for ongoing translation workflow • Translation memory transfer

Sample Line Items

DescriptionQtyTotal
i18n setup & extraction1$4,000.00
Translation ES (12k words)12000$1,440.00
Translation PT-BR (12k words)12000$1,440.00
QA & engineering fixes1$5,000.00
Documentation & handover1$2,000.00
Total$13,880.00

Sample timeline: 8 weeks initial + monthly retainer for updates

Terms & Conditions

Initial fee billed in 4 installments (one per phase). Ongoing retainer: $1,200/mo per language for translation of new strings (up to 1,500 words/mo) + QA. Above this volume billed at $0.12/word. Translation memory remains property of consultant for use in future engagements with this client. Urgent translations (under 48hr turnaround) at 1.5x.

Frequently asked questions

▸ How is localization different from translation?

Translation = words. Localization = words + dates + currencies + RTL layouts + cultural adaptation + ongoing maintenance. Charge accordingly.

▸ Do I need native speakers?

Yes. Always have native speakers review final output. The cost is small and prevents embarrassing mistakes.

▸ How do I handle product updates?

Translation memory + monthly retainer. Every release, run extraction → translate new strings → QA. Without retainer, you'll quote each update separately and clients hate it.

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