Terms & Conditions

Acceptance Policy

Vanan Services Inc. provides a certificate of translation on all its translations.

USCIS accepts all our translations as we meet their requirements.

However, we require you to specify the purpose and all associated requirements of the translation at the time of order placement to ensure that the translation serves its intended purpose.

It is your responsibility to provide specifications and all requirements of the translation.

Cancellation Policy

We start to work on your order as soon as the payment is received.

• If you need to cancel your order with us for any reason, notify us immediately through email, phone, or chat. In the unlikely case, we haven’t started to work on your order. We will be happy to refund 100% of the order value.
• If you need to cancel your order after a substantial amount of time after we have begun working on it, you are eligible to receive a partial refund for the work yet to be completed. We only charge for the work executed.
• We work with a vast network of professionals around the world, capable of handling a myriad of customer requirements. In some instances, depending upon the service, specifications and scope of the order, the service requested (translation, transcription, captions or any service that we offer) is completed within 8 hours of placing the order or earlier than the promised turnaround time. We are unable to accept cancellation requests after your service request has been executed.
• We choose to accept or reject orders based on file quality. In the event we reject your order that you’ve paid for, we immediately refund 100% of the order value.

Refund and Revision Policy

We do not compromise on quality, you shouldn’t too!

Our project management team inspects every source file and categorizes them based on quality into Excellent, Good, or Difficult at the time of placing the order.

Vanan Services Inc. does not guarantee accuracy on files categorized as Difficult.

We are unable to accept refund requests for Difficult quality files.

File Quality

Source files for translation should be legible, and all text to be translated must be clearly visible. Source files where the image quality is difficult, i.e., blurry, containing handwritten sections, poorly scanned or photographed, can be particularly challenging to translate and might require revisions to ensure accuracy.

We request a typed version of the spelling of names of people and places from you at the time of placing the order to ensure accuracy and quality.

This will eliminate need for multiple revisions and cut down on unnecessary delays in processing your order and help in getting the final version of translation on or ahead of the promised turnaround time.

Rush Orders

We understand our clientele’s need for a faster service delivery.

We offer an expedited service i.e. one day delivery with an additional charge (Rush fee/ expedited fee). When it comes to rush orders, time is of the essence, expedited orders are of high priority as we put our best resources on the job to meet the deadline, hence the expedite fee.

In the unlikely event of a quality issue on your order, we will make every reasonable effort to revise our work to your satisfaction.

Formatting (DTP)

We offer basic formatting on all translations. We strive to recreate the source document’s format within the time frame promised.

But it is important to understand that complex formatting takes time and we are unable to assure that on certain orders.

Errors and Mistranslation

We work with experienced professionals on all our projects. In the unlikely case you find any errors in the delivered files, please notify us and we will rectify it promptly.

Word preference | Choice of Words | Terminology| Edits

Languages are versatile and mutable, there are more than a few phrases and words to express the same meaning in any specific language. We do not consider this an error.

We highly recommend that you specify your requirements and choice of words at the time of placing the order. However, you can always reach us to revise your specifications and request edits. But please be advised, requesting edits and modifying specifications at any time while your order is being processed might delay the delivery of your order and sometimes result in an additional fee for the rework.

In case you are not satisfied with the translation, we will be happy to revise it with your choice of words.

Additional Services

Cancellation and Refund requests for additional services like mailing, notarization, speaker identification and time codes are accepted as long the service request has not been executed.

Refund Process

A Request for Order Cancellation / Request for Refund can be initiated by reaching out to our Sales team / Priority care team through email, phone or chat. Please cite your order ID in all communications with our team to cut down on delays in accepting your request.

• Every Refund Request is reviewed by our Customer Service/Priority Care team, in case quality issues with the delivered files are found, we immediately rectify errors and deliver the revised file to you.
• If there is a valid claim in the refund request and it conclusively proves that it failed our internal quality standards and proofreading, we will make every reasonable effort to revise and rectify errors to meet your specifications.
• If no acceptable solution is found, we negotiate a refund based on the extent of the quality compromised and the work executed.
• Refunds processed usually take from 5 to 7 business days to revert to the original mode of payment.
• All refund requests are handled on a case by case basis.

Notarization Policy

All notarization is done in the state of Virginia.

Limitation of Liability

Vanan Services Inc. accepts no legal liability and indemnity arising from, related and connected to correctness and reliability of the material which is processed through or by Vanan Services Inc.

Vanan's assurance to all potential and existing clients

Customer satisfaction is our number one priority!

We will make every reasonable effort to the best of our abilities to meet our clientele's specifications and to make this cancellation and refund policy unnecessary.