ProZ has been connecting language professionals for over 20 years. Many great working relationships start here —but, like anywhere online, it’s important to take a few basic precautions when a new client contacts you.
Whether you call them a client, customer, or outsourcer, the idea is the same: before you say yes to a job, make sure you understand who they are, what they want, and how you’ll be paid.
Taking a few minutes to check these basics can save you a lot of stress later.
Here are 6 simple checks every freelancer should make when approached by a new client.
1. Identify the client clearly
An email address alone is not enough.
If a company contacts you, ask for:
- Full company name
- Website
- Physical address
- Phone number
Check that:
- Emails come from the company’s official domain, not free addresses like Gmail or Yahoo
- The company name and domain spelling match
If you are contacted by an individual, you can still corroborate their details. Except for very small, personal requests such as certificate translations and in-person interpreting for health and legal matters, most people who need your services for themselves are still very likely to have an easy-to-track online footprint: social and professional profiles, listings on institutional or corporate websites, even something as simple as their name on the Yellow Pages.
⚠️ Common scam warning:
Some scammers use the name of a real company but contact you from a free email address or from a fake domain with a very similar name.
Do your own checks:
- Search the company online
- Look them up in business registries or public databases
- Check the address on Google Maps or Street View
If possible, call the company using the phone number on their website (not the one you were sent) and ask to speak to the person who contacted you. Even a short call can confirm a lot.
If the client is an individual (end client), take extra care:
- Search their name and email online
- Look them up on LinkedIn or other professional networks
- Check the ProZ.com Scam Alert Center
If something feels off, trust that feeling and double-check.
2. Check their reputation as a client
A real client should communicate clearly and professionally.
On ProZ, you can use the Blue Board to:
- Check the client’s payment record
- Read comments from other freelancers
Tips when reading comments:
- Negative comments are rare —take them seriously
- One very positive comment after a single job means less than consistent feedback over time
- Look for comments mentioning on-time payment and long-term cooperation
Even if you really need the work, ignoring warning signs usually causes more problems later.
3. Understand the job itself
Before accepting:
- Ask for the actual files
- Check the word count yourself
- Identify any extra tasks (formatting, prep work, QA, etc.)
Make sure you know:
- What exactly needs to be translated
- Whether CAT tools are required
- How much extra time non-translation tasks will take
⚠️ Common scam warning:
If you search parts of the text online and find it being sent to multiple translators at once, be cautious. This is a known scam pattern.
4. Confirm the deadline (clearly)
Always ask for:
- Delivery date
- Delivery time
- Time zone
If no time is given, state clearly that delivery will be by end of business (EOB) on the agreed date.
Never assume —assumptions are where problems start.
5. Agree on price and payment terms upfront
Before starting any work, make sure you clearly agree on:
- Your rate (including CAT tool matches, if applicable)
- The payment currency
- The payment method
- Who pays transaction or processing fees
- The payment deadline (for example, 30 days after invoice)
Be cautious with:
- Checks (fake check scams are still common)
- Vague promises like “payment will be released soon”
It’s also a good idea to agree on:
- How long the client has to request revisions
- What counts as a billable change
If you are a ProZ member, you can use Service Agreements and the Invoicing tool to keep everything documented and clear.
⚠️ Common scam warning: “payment release fee” scams
Some scammers will ask you to use a new or unknown payment service and tell you that:
- Your payment is already waiting
- You just need to pay a small verification, release, or activation fee first
This is a scam.
The payment service is fake, and no money exists. Once you pay the “fee,” the scammer disappears —and there is no payment to recover. Remember: a real client or real payment platform will never ask a freelancer to pay money in order to receive payment.
💡 Tip: If your payment options are limited
If you and your client have limited payment options, ProZ*Pay may be able to help you get paid in a way that suits you both. If you’re unsure what to do, contact the ProZ Support team to learn more, at proz.com/help
6. Ask for a purchase order (or written confirmation)
Before you start working, ask for:
- A formal purchase order (PO)
Or at least a clear written confirmation including:
- Full client details
- Files and word count
- Total price and rate breakdown
- Delivery date and time (with time zone)
- Payment terms
Some clients may say they’re “too busy” and ask to send the PO later. That’s a red flag. You can explain calmly:
“For new clients, I need all job details confirmed in writing before starting. This protects both of us.”
That’s not being difficult —that’s being professional.
Final rule: don’t start without clarity
Never translate a single word until:
- The client is identified
- The job is clearly defined
- The price and payment terms are agreed
- You have written confirmation
Good clients will understand and cooperate. Bad clients, scammers, and non-payers usually won’t.
It’s always better to walk away from a unclear job than to spend weeks chasing payment —or dealing with stress that could have been avoided.
❓ Still in doubt?
If you received an offer that you are not sure about, the ProZ team will be happy to help you verify it. Just contact us at proz.com/help and we’ll give you a hand!
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