Welsh language requirements for public sector contractors

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:

1. The contracting body is subject to Welsh Language Standards (most Welsh public bodies are)
2. The contract involves delivering services to the public or to staff of the contracting body
3. 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

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.