For businesses booking an ASL interpreter for the first time, the process can feel unfamiliar. The good news: it’s straightforward once you know what information to gather and what to expect. Here’s a simple walkthrough.
Step 1: Identify the Setting and Stakes
Start by defining what kind of interaction this is — a routine customer conversation, a medical appointment, a legal proceeding, an internal meeting, or a school event. The setting determines whether you need a general business interpreter or one with specialized certification. Our post on certified vs. non-certified interpreters can help you figure out which applies to your situation.
Step 2: Decide Between On-Site and Video Remote Interpreting
Quick, low-complexity interactions are often well-served by video remote interpreting (VRI), which can connect you with an interpreter in minutes. Anything longer, more sensitive, or group-based typically calls for an on-site interpreter, scheduled in advance.
Step 3: Gather the Key Details
When you reach out to an agency, having the following ready speeds things up considerably:
- Date, time, and expected duration
- Location (or confirmation it’s a video session)
- Purpose of the meeting or appointment
- Any specialized terminology or subject matter involved
- Number of participants, if it’s a group setting
Step 4: Submit the Request with Reasonable Lead Time
For scheduled appointments, request an interpreter as early as possible — ideally at least a few business days out, and longer for legal or highly specialized settings. Same-day requests are often possible through VRI or on-call arrangements, but availability of on-site interpreters on short notice isn’t guaranteed.
Step 5: Confirm the Interpreter’s Background
Before the appointment, it’s reasonable to confirm the interpreter’s certification and any relevant experience with your specific topic — especially for medical, legal, or technical conversations.
Step 6: Prepare Your Team
Make sure everyone involved in the meeting understands basic etiquette — speaking directly to the Deaf participant, avoiding side conversations, and allowing natural pauses. Our earlier post on working effectively with an interpreter covers this in more detail.
Step 7: Follow Up After the Appointment
If the interaction is ongoing — a recurring appointment, an employee relationship, or a returning customer — note what worked well so future requests go even more smoothly, including which interpreter style or specialization was the best fit.
Make It a Repeatable Process
Once your team has gone through this a couple of times, requesting an interpreter becomes routine rather than a scramble. Many of our business clients set up standing agreements so they don’t have to start from scratch with each request.
Ready to request your first ASL interpreter in Los Angeles, San Diego, Sacramento, or another city we serve? Contact our team, and we’ll walk you through it.