Guide
Welsh language requirements for public sector contractors
What you need to do when public sector contracts in Wales include Welsh language requirements, covering preparation, service delivery standards, and managing costs.
If you bid for or deliver public sector contracts in Wales, you may need to provide services in Welsh. Check if the contracting body requires Welsh language services under the Welsh Language Standards. Include Welsh language provisions in your contract and ensure sub-contractors also comply.
- Check if the contracting body is subject to Welsh Language Standards
- Provide services in Welsh if required by the contract
- Ensure sub-contractors also comply with Welsh language requirements
- Use bilingual signage for public sector projects
- Voluntary Welsh Offer (Cynnig Cymraeg) available for private businesses
- Contact Welsh Language Commissioner for support with Welsh language plans
- Comply with service delivery and operational Standards as specified
- Public bodies must include Welsh language requirements in contracts
When you bid for or deliver public sector contracts in Wales, you may need to provide services in Welsh. This is because public bodies subject to Welsh Language Standards must ensure their contractors meet the same language requirements that apply to the public body itself.
This guide explains when Welsh language requirements apply to contractors, what you need to do, and how to prepare your business.
When Welsh language requirements apply
Welsh language requirements apply to your contract when all three of the following are true:
- The contracting body is subject to Welsh Language Standards (most Welsh public bodies are)
- The contract involves delivering services to the public or to staff of the contracting body
- The compliance notice for that body includes service delivery or operational Standards relevant to the contracted service
The requirement flows through the contract terms. The public body is responsible for specifying what Welsh language provision it needs, and you are responsible for delivering it. Sub-contractors must also comply.
Understanding the five categories
Not all five categories of Standards will apply to every contract. The most relevant categories for contractors are typically service delivery Standards and operational Standards. The contracting body should specify which Standards apply in the procurement documents.
What you need to do
-
1. Review the procurement specification
Check the invitation to tender, contract specification, and terms and conditions for Welsh language requirements. Look for references to Welsh Language Standards, bilingual service delivery, and Welsh language skills.
-
2. Assess your current Welsh language capability
Identify which of your staff speak Welsh, what level of proficiency they have, and whether they can deliver the contracted services in Welsh. Note any gaps between your current capability and the contract requirements.
-
3. Plan how to fill any gaps
Options include recruiting Welsh-speaking staff, upskilling existing staff through the free Work Welsh programme, partnering with Welsh-speaking sub-contractors, or using professional translation services for written materials.
-
4. Cost the Welsh language element into your tender
Include realistic costs for translation, bilingual materials, Welsh-speaking staff, training, and any technology changes (such as bilingual website content or phone systems). Underbidding on language requirements risks non-compliance during delivery.
-
5. Set up bilingual processes before the contract starts
Ensure your team can answer phone calls in Welsh, respond to written correspondence in Welsh within the required timescale, and produce bilingual documents. Test these processes before the contract go-live date.
-
6. Brief your staff and sub-contractors
Make sure everyone involved in delivering the contract understands the Welsh language requirements, knows who to escalate Welsh-language queries to, and can greet customers bilingually.
-
7. Monitor compliance during delivery
Keep records of Welsh language service delivery, including the number of Welsh-language interactions, complaints about language provision, and any instances where you were unable to provide a service in Welsh. The contracting body may audit this.
Common service delivery requirements
Depending on the contract, you may need to:
- Answer phone calls in Welsh and continue the conversation in Welsh if the caller chooses
- Respond to written correspondence in Welsh when correspondence is received in Welsh
- Produce bilingual materials including leaflets, forms, letters, and signs
- Provide a bilingual website or portal if the contract involves a public-facing digital service
- Use bilingual signage at premises, events, or construction sites
- Ensure Welsh text is not treated less favourably than English (for example, Welsh should appear at least as prominently as English on bilingual signs)
Costs and resources
The cost of meeting Welsh language requirements varies depending on the nature and scale of the contract. Key cost areas include:
- Translation: Professional translation rates typically range from 10p to 15p per word. Budget for initial translation of all materials plus ongoing translation of new content
- Staff training: The Work Welsh programme offers free Welsh language courses for staff, from taster sessions to intensive courses. This can reduce your training costs significantly
- Recruitment: If you need Welsh-speaking staff, factor in recruitment timescales and any salary premium for bilingual roles
- Technology: Bilingual websites, phone systems with Welsh-language greetings, and document templates all require setup time and cost
Build these costs into your tender price. Public bodies expect to pay for Welsh language provision and will view realistic costing as a sign of understanding the requirements.
What happens if you fail to comply
If you fail to meet the Welsh language requirements in your contract, the contracting body remains legally responsible to the Welsh Language Commissioner. However, the body will pursue the failure through your contract terms, which may include:
- Requiring you to produce a remediation plan
- Withholding payment until compliance is achieved
- Terminating the contract for breach
- Excluding you from future procurement exercises
What to do next
If you are currently tendering for a Welsh public sector contract, check the procurement documents for Welsh language requirements. If the requirements are unclear, ask the contracting body to clarify which Standards apply and what level of Welsh language service delivery is expected.
If you want to build Welsh language capability proactively, contact the Welsh Language Commissioner's Hybu team about the Cynnig Cymraeg (Welsh Offer) voluntary scheme, and enrol staff in Work Welsh courses through the National Centre for Learning Welsh.