How to Request and Use American Sign Language at Your Appointment

What to ask for when you need an interpreter at an appointment

Tell the business or office directly that you need an American Sign Language (ASL) interpreter when you book your appointment. Use the phone number, email, or booking system they provide, and state clearly: "I need an ASL interpreter for my appointment." Give them at least three to five business days' notice, though more time is better.

The business is responsible for arranging and paying for the interpreter — you should not be charged for this service. Some larger organisations have interpreters on staff or contracts with interpreter services. Smaller offices may need to hire one, which is why advance notice matters. If you call and reach someone who seems unsure how to help, ask to speak with a manager or the scheduling department directly.

Write down the date, time, and location of your appointment, and confirm in writing (email or text) that you requested an interpreter. This creates a record. If the appointment is medical, legal, or financial, mention that in your request — these fields often have specific interpreter requirements and may move faster.

Key Takeaways

• Request an ASL interpreter when you book your appointment, not on the day itself, and give at least three to five business days' notice.
• The business or office must arrange and pay for the interpreter at no cost to you.
• Confirm your request in writing by email or text so there is a record of what you asked for and when.
• If you arrive and no interpreter is present, ask to reschedule rather than proceed without one, and report the failure to the business manager.
• For medical, legal, or financial appointments, mention the type of appointment when you request the interpreter, as these often have faster processing.

How to confirm the interpreter will be there

Call the office one or two days before your appointment and ask: "I have an appointment on [date] at [time]. Can you confirm that an ASL interpreter has been arranged?" Do not assume silence means yes. If the person on the phone cannot confirm, ask them to check with the scheduler or manager immediately.

If they say no interpreter has been arranged, ask what went wrong and whether they can still find one before your appointment. If they cannot, ask whether you can reschedule for a date when an interpreter will be available. Do not accept an offer to "try to find one" on the day — that is not reliable.

What happens if no interpreter shows up

If you arrive and there is no interpreter present, do not proceed with the appointment. Tell the staff member: "I requested an ASL interpreter for this appointment. I cannot proceed without one. I need to reschedule." Ask them to offer you a new date and time with the interpreter confirmed in advance.

After you leave, send an email to the business describing what happened: the date you requested the interpreter, the date of the appointment, and that no interpreter was present. Keep this email. If this is a medical, legal, or financial business, you may also file a complaint with the relevant regulatory body — your state's health department for doctors, your state bar for lawyers, or your state's financial regulator for banks.

Different types of interpreters and what they mean

Most appointments use a certified ASL interpreter, who has passed a national test and holds credentials. Some states also recognise registered interpreters who have met state-specific standards. Both are trained professionals. Do not accept an untrained family member, friend, or staff member as your interpreter — they will miss medical details, legal language, or financial terms that matter.

For sensitive appointments (medical, legal, financial), ask specifically for a certified interpreter. For routine appointments (haircut, car service, shopping), a registered interpreter is usually sufficient, though certified is always acceptable. If the office says they cannot find a certified interpreter, ask whether a registered one is available and when a certified one could be arranged.

Video remote interpreting (VRI) — where an interpreter appears on a screen — is sometimes offered. This works for some appointments but not others. If the appointment involves physical examination, paperwork you need to sign, or detailed forms, ask for an in-person interpreter instead. For phone calls or brief consultations, VRI can work.

What to bring and what to tell the interpreter

Bring any documents you need to discuss: insurance cards, medical records, repair estimates, or forms you need to fill out. Show these to the interpreter before the appointment starts so they understand the context.

When the appointment begins, tell the interpreter: "Please interpret everything said in this room, including side conversations between staff members if they relate to my care or service." Most interpreters know this already, but stating it clearly prevents misunderstandings. If the staff member speaks quickly or uses jargon, the interpreter will ask them to slow down or explain — that is normal and expected.

If you do not understand something the interpreter has signed, say so immediately. Ask them to sign it again or differently. You are not slowing things down — clarity is the whole point of having an interpreter.

Costs and who pays

You do not pay for the interpreter. The business or office pays the interpreter service, which typically costs between fifty and two hundred dollars per hour depending on the location and how far in advance they book. This is a cost of doing business, not a cost passed to you.

If a business tells you that you must pay for the interpreter or that you need to bring your own, that is incorrect. Tell them: "The business is responsible for providing the interpreter at no cost to me." If they refuse, contact your state's disability rights office or the relevant regulator for that industry.

When you need an interpreter for a phone appointment

If your appointment is by phone, tell the office when you book: "I need an ASL interpreter for this phone appointment." The office will arrange a three-way call with the interpreter present, or they may use video remote interpreting where you and the interpreter are on video together while the office staff member is on the phone.

Ask which method they will use and test it a few minutes before the appointment starts. Make sure your internet connection is stable if video is involved. If the connection fails during the appointment, ask to reschedule rather than try to continue without the interpreter.

Frequently Asked Questions

Can I bring my own interpreter instead of using the one the office arranges?

You can request to bring your own interpreter, but the office is not required to accept them. Most offices prefer to use interpreters they have vetted or contracted with. If you want to bring someone, ask permission in advance. The office may still arrange their own interpreter as well, which means two interpreters present — that is acceptable and sometimes helpful for longer appointments.

What if the interpreter does not know medical or legal terms I need?

Tell the interpreter before the appointment starts: "I will be discussing [medical condition / legal issue / financial topic]. Please let me know if you need clarification on any terms." A good interpreter will ask the doctor or lawyer to explain jargon in plain language. If the interpreter seems lost, pause and ask the staff member to explain more clearly.

Do I need to request an interpreter every time I go to the same office?

Yes. Request an interpreter for each appointment. Some offices keep a record of your needs, but do not rely on that — confirm each time you book. This takes thirty seconds and prevents the office from forgetting.

What if the office says they cannot find an interpreter in time?

Ask how much notice they need. If they say two weeks and you only gave three days, reschedule for a later date. If you gave plenty of notice and they still cannot find one, ask for a written explanation and then file a complaint with your state's disability rights office. This is a pattern the office needs to fix.

Can the interpreter sign for me if I want to ask a question?

No. The interpreter translates what you sign into spoken English and what the staff member says into ASL. You do the communicating. If you are not sure how to phrase something, you can ask the interpreter for help, but the conversation is between you and the staff member, not between you and the interpreter.