Welsh language
translation guidance
Author: Jo Williams, Welsh Language Office, and Chris Lines, Director of
Communications
Date: 6 January 2012
Version: 1
Publication/ Distribution:

Executive Team document database (public)
Review Date: January 2014
Purpose and Summary of Document:
The Public Health Wales Welsh Language Scheme’s action plan commits the
organisation to “ensure information, publications and printed materials for
the public are bilingual.”
Public Health Wales publishes many documents for specific and narrow
audiences. Some are very ‘technical’ in nature. Most of these, however, are
also available to the public via the organisation’s internet sites. Because
they are available to the public, it is sometimes unclear whether they are
‘for the public’ and need to be translated.
This document provides guidance to help provide clarity about whether
documents need to be bilingual.
The guidance was trialled successfully by a number of teams. It was
considered by the Public Health Wales Welsh Language Committee, which
includes members from all divisions, by the Senior Management Forum and
by the Directors of Public Health.
The guidance was approved by the Executive Team on 6 January 2012.
Work Plan reference: None
Public Health Wales
1
Welsh language translation guidance
Introduction
The Public Health Wales Welsh Language Scheme’s action plan commits
the organisation to “ensure information, publications and printed materials
for the public are bilingual.”
Public Health Wales publishes many documents for specific and narrow
audiences. Some are very ‘technical’ in nature. Most of these, however,
are also available to the public via the organisation’s internet sites.
Because they are available to the public, it is sometimes unclear whether
they are ‘for the public’ and need to be translated.
This document provides guidance to help provide clarity about whether
documents need to be bilingual.
2
Translation categories
Below are examples of documents intended for the public that qualify for
translation (Category A). There are also examples of documents that
should be further assessed for translation needs (Category B).
Neither list is exhaustive. Staff need to apply personal judgement to
translation processes. The lists aim only to guide and support staff.
Further advice is available from the Public Health Wales Welsh Language
Officer.
2.1
Category A
This category of document intended for the public needs to be translated
without exception:














Public advertisements
Recruitment advertisements
Leaflets for the public
Booklets for the public
Brochures for the public
Newsletters
Written statements to the public
Standard letters intended for the public
Forms for the public
Maps for the public
Notices for the public
Information packs for the public
Media / press releases for the Welsh language media
Invitations to public meetings / discussion groups etc
Date: 6 January 2012
Version: 1
Page: 2 of 6
Public Health Wales




Welsh language translation guidance
Posters for the public
Organisational annual reports
Internet web pages
Board agendas and minutes
Note: The Welsh Language Scheme states that:


2.2
“Standard letters, general correspondence, invitations and
newsletters intended for public distribution will be bilingual, unless
an emergency situation arises and a Welsh speaker is unobtainable.
Correspondence will be translated within 24 hours under these
circumstances” and
“Should Public Health Wales need to produce a press release in an
emergency/outbreak it will aim to do this bilingually ... If this is not
possible then the press release will be produced in the language of
the staff available. The information will be supplied bilingually within
24 hours of the original press release (during a working week).”
Category B
This category of document needs to be assessed using the criteria in
Section 3 to determine translation requirements:

















2.3
Business plans
Meeting papers
Consultation documents
Guidance documents
Reports
Organisational strategies
Newsletters for stakeholders
Official responses to reports
Annual Reports
Research papers (grey literature)
Scientific posters
Presentations
Speeches (published after an event)
Bulletins
Training packs
Meeting agendas and minutes
Recruitment material
Category C
Items in this category will usually be monolingual but staff may wish to
assess them using the criteria in Section 3 to ensure that this is the case:
Date: 6 January 2012
Version: 1
Page: 3 of 6
Public Health Wales









3
Welsh language translation guidance
Accounts, unless they form part of an annual report
Circulars to internal staff members
Conference hand outs supplied by third parties
Contract documentation
Internal information released as part of the FOI process
Papers supplied by third parties
Organisational policies
Working documents or drafts
Intranet pages
Scoring matrix
For items, like newsletters and bulletins which are produced in a similar
format on a regular basis, a ‘typical’ edition should be assessed. So, for
example, the weekly Public Health Wales influenza bulletin does not
typically have a high profile and should be assessed as such even though
particular editions may be highlighted in the media.
Considerations
2 points
1. Primary target
audience
Members of Specific
the public
audience* –
e.g.
local
authority
officers,
clinicians,
NHS
managers
Yes
2. Technical: would it
be understood by a
person with the
average reading age
of 11?
3. Number of printed
copies – if electronic
version only,
number on
distribution list or
estimated web
‘visits’ to document
Date: 6 January 2012
1 point
0 points
Item
score
A specific
audience
for whom
demand
for Welsh
language
material is
low
To
some Not at all
degree
More
than 150-500
500
(add
extra point
if more than
2,500)
Version: 1
150 or less
Page: 4 of 6
Public Health Wales
Welsh language translation guidance
4. Length of item:
number of new
words i.e. if the text
has not previously
been translated
4,000
less
or 4,00020,000
More than
20,000
5. Will the item need
to be used and
discussed internally
by other bodies e.g.
to inform that
body’s practices?
Yes, widely To
some No
by a large extent
number of
staff
6. Will details of the
item be discussed
widely or quoted
within future
material?
Yes
7. Longevity – how
long will the
document be in
circulation i.e. of
working use rather
than being
accessible in an
archive?
Over
Years
8. Profile or status of
the document
High profile Medium
–
in
the some
public eye
external
profile
To
some No
extent
2 6 months to Less than
2 years
6 months
–
temporary
document
– Low profile
* If the specific audience is a specific organisation then that organisation’s
Welsh Language Scheme needs to be taken into account.
Points score
17 – 13:
Items scored in this range should be translated.
12 – 11:
Items scored in this range should also be bilingual unless time
constraints do not enable the process to be completed before
the deadline. A reason for this needs to be communicated to
the intended audience.
10 – 0:
Items scored in this range may be provided in English only.
Date: 6 January 2012
Version: 1
Page: 5 of 6
Public Health Wales
4
Welsh language translation guidance
Implementation
If an item is scored using the matrix in section 3 above, a record should
be kept. This will help explain to colleagues or the public why an item was
translated or not. The information may also be subject to audit.
5
Further information
A list of recommended translators is available on the Public Health Wales
intranet site’s Welsh Language page:
http://howis.wales.nhs.uk/sitesplus/888/page/34145
Translations should be proof read by a Welsh speaker with knowledge of
the topic being translated.
The Welsh Language Officer will be happy to provide further advice.
Date: 6 January 2012
Version: 1
Page: 6 of 6