Cancellations & Refunds

Learn about our refund policy and process.

When you book with InterpreterDC, we reserve that time exclusively for your case. A booking is confirmed only upon receipt of payment and written confirmation of availability issued by InterpreterDC.

Cancellation Notice & Fees

All cancellation requests must be submitted in writing to admin@InterpreterDC.com. Notice periods are calculated from the date InterpreterDC acknowledges receipt of your written request.

Interpreting Cancellations:

30+ Days Notice: No fee.
15 to 29 Days Notice: 50% of the total fee.
14 Days or Less: (includes no-shows & active suspensions): 100% of the total service fee.
Force Majeure: No cancellation fees apply; any deposits will be credited toward future services.

Translation & Transcription Cancellations:

Before Execution: Billed at the $75 minimum standard fee. (Refunds processed within 5 business days, minus processing costs).
During Execution: Client pays for the exact volume of work (source words/audio minutes) completed up to the moment of cancellation.

Equipment Rental Cancellations:

Due to the logistics of prepping, reserving, and transporting interpretation equipment, the following conditions strictly apply:

15+ Days' Notice: Full refund of the rental cost, subject to the 10% administrative fee.
14 Days or Less: 100% of the equipment rental cost is retained.
Logistical Costs: Regardless of the notice period provided, any out-of-pocket costs already incurred by InterpreterDC for shipping, freight, or third-party vendor deposits (sub-rentals) are non-refundable under any circumstances.

Administrative Fee

A non-refundable 10% administrative fee applies to all refunds and is deducted from the total amount paid.

Refund Processing

Approved refunds are initiated within five (5) business days of written cancellation confirmation. Funds typically appear within 5–10 business days, depending on your financial institution. InterpreterDC is not responsible for delays caused by banks, card networks, or third-party processors.

Refunds are issued solely to the original payor via the original payment method. Alternative arrangements require prior written agreement.

Exceptions

In the event of force majeure, a verifiable medical emergency or USCIS-initiated appointment cancellation, no cancellation penalty applies. Clients may choose to receive a refund (less the 10% administrative fee) or a full credit toward a rescheduled appointment or service.
Please note: This exception applies strictly to advance notice. If the cancellation or emergency occurs after the interpreter has already arrived at the facility or the scheduled service has commenced, the service fee is fully retained and non-refundable.

InterpreterDC reserves the right to evaluate other exceptional circumstances on a case-by-case basis.

Exclusions

Refunds are not issued for:

Dissatisfaction with the outcomes of legal or immigration proceedings, as these are outside InterpreterDC's scope of service.
Payments made without written confirmation of InterpreterDC's availability prior to booking.