1. Fees

All prices listed are exclusive of Japanese consumption tax.

All fees are charged per interpreter.

A Full-Day Service consists of up to 8 consecutive hours between 8:00 a.m. and 6:00 p.m., including a 1-hour break (maximum 7 working hours).

A Half-Day Service consists of up to 4 hours between 8:00 a.m. and 6:00 p.m.

(1) If the client requests the interpreter to accompany or provide interpretation services during the interpreter's scheduled break, overtime charges will apply.

Example: When the client requests the interpreter to accompany them during a medical check-up throughout the interpreter's break.

(2) Service start and end times are calculated in 30-minute increments.

Example:

• A service starting at 10:15 a.m. will be calculated as beginning at 10:00 a.m.

• A service ending at 4:45 p.m. will be calculated as ending at 5:00 p.m.

(3) Overtime is charged in 1-hour increments. Overtime fees will be invoiced by email after the service.

(4) Services beginning before 8:00 a.m. or ending after 6:00 p.m. require a separate quotation.

(5) If you request to meet the interpreter more than five (5) minutes before the scheduled service start time, an additional one-hour service fee will apply.

(6) If interpretation involves advanced medical treatments, highly specialized terminology, or terms not commonly found in medical dictionaries, you must provide reference materials in advance.

If no reference materials are provided, Medilator cannot guarantee the accuracy of the interpretation.

Reference materials should generally be emailed at least one (1) week prior to the service date.

Translation fees may apply for materials exceeding three (3) A4 pages (12-point font).

(7) Simultaneous interpretation is quoted separately.

For simultaneous interpretation exceeding four (4) hours, two interpreters may be assigned to maintain interpretation quality.

(8) A 10% surcharge applies to services provided on Saturdays, Sundays, and Japanese public holidays.

(9) Applications must be submitted through the designated application form, with one application per assignment.

Example: If medical interpretation is required over two separate days, two applications must be submitted.

Each application covers one interpreter for one client only.

If one interpreter is found to have interpreted for multiple clients (two or more) who were not included in the original application, Medilator reserves the right to charge double the standard fee for each additional client.

(10) Reservations made by telephone, LINE, email, or any method other than the designated application form are not eligible for discounts and are subject to an operator handling fee of JPY 5,000 (plus applicable tax) per booking.

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2. Pre-Service Meetings

If you wish to have a meeting with the interpreter on the day of the service, please notify us by the day before.

Meeting time is included in the booked service hours.

If a meeting is required before the service date, meetings of up to three (3) hours are available for 50% of the Half-Day Service fee.

 

3. Transportation Expenses

Within Tokyo's 23 Wards

• Included in the basic service fee.

• Transportation expenses incurred during the assignment will be charged separately.

Outside Tokyo's 23 Wards

Round-trip transportation expenses from Tokyo Station to the service location will be charged separately.

Overseas

Actual transportation costs from Tokyo Station, including Business Class airfare, will be charged.

If you require a locally based medical interpreter overseas, please contact us.

 

4. Advance Travel Fee

(For assignments located more than 100 km from Tokyo Station)

Same-day travel / Same-day return

• 50% of the Half-Day Service fee (round trip)

Travel the previous day / Return the same day

• 50% of the Full-Day Service fee (round trip)

Same-day travel / Return the following day

• 50% of the Full-Day Service fee (round trip)

Travel the previous day / Return the following day

• Full Half-Day Service fee (round trip)

Overseas assignments

• Separate quotation required.

 

5. Accommodation and Daily Allowance

For assignments requiring an overnight stay, the following expenses shall be borne by the client.

Accommodation

• Actual cost (including taxes and service charges)

Daily Allowance

• Domestic assignments: JPY 10,000 per night

• Overseas assignments: JPY 15,000 per day from the departure date until the return date

 

6. Non-Working Days During Extended Assignments

If an extended assignment includes a day with no scheduled work, 50% of the Full-Day Service fee will be charged for each non-working day.

 

7. Cancellation Policy

After an interpreter has been assigned:

• 10% of the total service fee

Within 7 days of the scheduled service date:

• 100% of the total service fee

 

8. General

Medical interpretation services are available 24 hours a day, 365 days a year.

However, reservations and customer support are available only during our business hours:

Monday–Friday
9:00 a.m. – 5:00 p.m. (Japan Standard Time)

 

9. Secondary Use of Audio, Images, and Videos

If the interpreter's voice, photographs, or videos are used for advertising, promotional materials, social media, video distribution, or any other secondary purpose, an additional fee equal to the original service fee will be charged.

 

10. Prohibited Conduct

(1) Requesting Personal Information

Clients are prohibited from requesting personal information from interpreters, including but not limited to:

• Telephone numbers

• Social media accounts

• Marital status

• Other private information

If a client requests the interpreter's personal contact information, Medilator reserves the right to terminate the service immediately and refuse future services.

(2) Changing the Meeting Location

The standard meeting and dismissal location is the hospital reception area.

If, without prior notice, the client changes the meeting location to another facility located more than a five-minute walk or 500 meters from the nearest station, the client will be charged the actual taxi fare required for the interpreter to travel to the nearest station after the assignment.

If the taxi ride exceeds 10 minutes, an additional one-hour Medical Interpretation Service fee will also be charged.

 

11. Hospital Appointment Booking Service

Clients who book our Medical Interpretation Service are eligible for our complimentary Hospital Appointment Booking Service.

However, if the Medical Interpretation Service is cancelled after the hospital appointment has been confirmed, a booking administration fee equal to 10% of the total payment will be deducted from any refund.

Medical consultation fees, examination fees, treatment fees, and any other charges imposed by medical institutions are not included in the interpretation fee.

 

These Terms and Conditions are subject to change without prior notice.

Any revisions shall become effective immediately upon publication on the Medilator website.

 

Revised: May 13, 2026

Revised: July 2, 2026