Things NOT to Do When Booking an Interpreter

Booking an interpreter may seem straightforward, but many organizations unknowingly make mistakes that lead to miscommunication, delays, higher costs, or even legal and compliance issues. Whether you're arranging interpretation for a medical appointment, legal proceeding, business meeting, conference, or community service, proper planning is essential.

Below, we'll cover the most common mistakes people make when booking an interpreter, along with best practices to help you ensure clear communication and a successful interpreting experience.

1. Don't Wait Until the Last Minute

One of the biggest mistakes organizations make is requesting an interpreter only hours before an appointment.

Highly qualified interpreters, especially those specializing in healthcare, legal, or technical industries—are often booked well in advance.

Instead:

• Book as early as possible.

• Schedule recurring appointments ahead of time.

• Contact your interpreting provider immediately once the appointment is confirmed.

Early booking gives you access to the most qualified interpreter instead of whoever happens to be available.

2. Don't Assume Any Bilingual Person Can Interpret

Speaking two languages does not automatically make someone a professional interpreter.

Professional interpreters are trained in:

• Accuracy

• Confidentiality

• Ethics

• Cultural competency

• Specialized terminology

• Managing difficult conversations

Using untrained bilingual staff, family members, or friends can result in misunderstandings, omitted information, or conflicts of interest.

Instead:

Always request a qualified professional interpreter.

3. Don't Forget to Specify the Exact Language

Many languages have multiple dialects that are not fully interchangeable.

For example:

• Arabic (Egyptian, Levantine, Gulf, Iraqi)

• Chinese (Mandarin, Cantonese)

• Kurdish (Kurmanji, Sorani)

• Punjabi (Eastern, Western)

• Portuguese (Brazilian vs European)

• Spanish (regional variations may matter)

Instead:

Ask your client or patient exactly which language and dialect they speak.

4. Don't Assume English Proficiency Means Interpretation Isn't Needed

Many individuals can communicate casually in English but struggle with:

• Legal terminology

• Medical terminology

• Financial discussions

• Government procedures

• Technical information

Misunderstanding important details can have serious consequences.

Instead:

When in doubt, offer an interpreter.

5. Don't Book the Wrong Type of Interpreter

Different situations require different interpreting methods.

Common options include:

• On-site interpreting

• Video Remote Interpreting (VRI)

• Telephone interpreting

• Conference interpreting

• Consecutive interpreting

• Simultaneous interpreting

Instead:

Choose the interpreting format that best matches the setting, number of participants, technical requirements, and confidentiality needs.

6. Don't Leave Out Important Appointment Details

A booking request that simply says:

"Need a Spanish interpreter."

is rarely enough.

The interpreter should know:

• Date

• Time

• Duration

• Location

• Industry

• Meeting type

• Number of participants

• Whether the meeting is in-person or virtual

Incomplete information often leads to delays or mismatched interpreter assignments.

7. Don't Hide Specialized Subject Matter

If the appointment involves:

• Surgery

• Immigration hearings

• Criminal law

• Mental health

• Engineering

• Insurance

• Finance

• Scientific research

the interpreter should know beforehand.

Professional interpreters often prepare terminology in advance.

Instead:

Provide context without violating confidentiality.

8. Don't Ignore Confidentiality Requirements

Professional interpreters follow strict confidentiality standards.

Using family members or unqualified individuals may expose sensitive information.

This is especially important in:

• Healthcare

• Legal proceedings

• Human resources

• Mental health

• Social services

9. Don't Use Children as Interpreters

Children should never be responsible for interpreting sensitive conversations.

This can:

• Cause emotional stress

• Lead to inaccurate communication

• Create ethical concerns

• Result in omitted information

Always use a trained professional.

10. Don't Assume One Interpreter Can Handle Every Situation

Some events require multiple interpreters.

Examples include:

• Conferences

• Long legal proceedings

• Full-day training sessions

• Multi-hour medical consultations

Simultaneous interpreting often requires teams of two or more interpreters due to the intense mental concentration involved.

11. Don't Forget to Mention Accessibility Needs

If participants require:

• Sign language interpretation

• CART captioning

• Large-print materials

• Accessible meeting spaces

mention these requirements during booking.

Accessibility planning should happen early.

12. Don't Book Without Confirming the Appointment Length

Many appointments run longer than expected.

Booking a one-hour interpreter for a three-hour hearing creates scheduling conflicts.

Instead:

Estimate generously and update your provider if plans change.

13. Don't Change the Schedule Without Informing Your Provider

Last-minute schedule changes can result in:

• Interpreter conflicts

• Additional charges

• Delays

• Missed appointments

Always communicate changes immediately.

14. Don't Forget About Time Zones for Virtual Meetings

Virtual appointments often involve participants in different regions.

Double-check:

• Time zones

• Platform links

• Login instructions

• Meeting IDs

• Passwords

15. Don't Ignore Technical Requirements

For virtual interpretation, poor technology creates communication barriers.

Before the meeting:

• Test microphones

• Test cameras

• Check internet speed

• Verify meeting links

• Confirm audio quality

16. Don't Expect Interpreters to Perform Other Roles

Professional interpreters are not:

• Legal advisors

• Medical consultants

• Case managers

• Advocates

• Witnesses

• Administrative assistants

Their responsibility is to accurately facilitate communication between parties.

17. Don't Assume Price Is the Only Factor

Choosing the cheapest option can lead to:

• Poor communication

• Inexperienced interpreters

• Missed nuances

• Professional liability

Quality interpretation protects everyone involved.

18. Don't Forget to Verify Credentials

For healthcare, legal, immigration, and government settings, verify that interpreters have the appropriate qualifications, certifications, or relevant experience.

Ask about:

• Professional training

• Certifications

• Industry specialization

• Years of experience

19. Don't Ignore Cultural Differences

Language is only one part of communication.

Professional interpreters also understand:

• Cultural norms

• Formality levels

• Appropriate etiquette

• Communication styles

Cultural awareness helps avoid misunderstandings that words alone cannot resolve.

20. Don't Skip Providing Supporting Documents

Whenever appropriate, provide:

• Agendas

• Presentation slides

• Medical forms

• Legal documents

• Technical terminology

• Acronym lists

Preparation allows interpreters to deliver more accurate communication.

21. Don't Overlook Interpreter Safety

For on-site assignments, consider:

• Parking availability

• Building access

• Security procedures

• Safety protocols

• Contact information

A smooth arrival helps ensure the appointment starts on time.

22. Don't Assume Every Interpreter Has the Same Expertise

An interpreter experienced in medical appointments may not be the best fit for:

• Court proceedings

• Engineering meetings

• Financial audits

• Scientific conferences

Whenever possible, request interpreters with experience in your industry.

23. Don't Forget to Confirm the Booking

Always verify:

• Interpreter assigned

• Appointment details

• Language requested

• Date and time

• Duration

• Location or virtual platform

Confirmation helps prevent misunderstandings.

24. Don't Cancel Without Notice

Late cancellations often result in cancellation fees because interpreters reserve time specifically for your appointment.

Provide as much notice as possible if plans change.

25. Don't Forget to Ask Questions

If you're unsure about:

• Which interpreting method to choose

• Scheduling

• Costs

• Confidentiality

• Interpreter qualifications

ask your language service provider before the appointment.

Experienced providers can guide you toward the best solution.

What You Should Prioritize When Booking an Interpreter

Instead of focusing only on availability or price, prioritize:

• Early booking

• Professional qualifications

• Industry-specific experience

• Correct language and dialect

• Confidentiality

• Clear communication

• Accessibility requirements

• Technical readiness for virtual meetings

• Accurate appointment details

• Adequate preparation materials

• Reliable customer support

• Transparent pricing

• Flexible scheduling

• Strong reputation and client reviews

• Compliance with relevant privacy and ethical standards

Questions to Consider Before Booking an Interpreter

Before submitting your request, ask yourself:

• What language and dialect does the client speak?

• Is on-site, video, or telephone interpreting the best option?

• How long will the appointment realistically take?

• Does the interpreter need specialized subject knowledge?

• Are there any accessibility requirements?

• Will supporting documents help the interpreter prepare?

• Is confidentiality especially important for this appointment?

• Have I provided all scheduling and location details?

• Have I confirmed the appointment with all participants?

Answering these questions in advance helps ensure a smoother interpreting experience for everyone involved.

Final Thoughts

Booking an interpreter is about much more than finding someone who speaks another language. It's about ensuring accurate communication, protecting confidentiality, respecting cultural differences, and helping every participant fully understand one another.

By avoiding these common mistakes and prioritizing preparation, organizations can reduce misunderstandings, improve outcomes, and create a more inclusive experience for clients, patients, employees, and communities.

At Pro Interpreting Canada, we understand that every conversation matters. Whether you need interpretation for healthcare, legal services, business meetings, government appointments, education, or community events, our experienced interpreters are committed to delivering accurate, professional, and culturally appropriate language support.

Planning ahead and partnering with a trusted interpreting provider ensures your next multilingual interaction is clear, efficient, and successful