Authoring with Translation in Mind
This document contains guidelines on writing English content for technical documentation. The idea
behind the suggestions below is that using language in a more controlled way, with stricter rules
than for general usage, makes it easier for translators to process sentences, increases the number of
translations leveraged from translation memories and termbases, and leads to fewer linguistic
queries.
The guidelines are divided into four categories:

Basic rules

Words

Grammar & Syntax

Style
1. Basic rules
1. Keep the language clear and concise
2. Recycle segments
3. Use simple vocabulary and phrases
4. Always use the same term for the same concept
5. Use terminology consistently across your content and glossaries
6. Do not be afraid of repeating terms
7. Use spell checkers and grammar checkers
8. Apply the guidelines across all of your content. Do not limit the guidelines to specific products or
publications.
2. Words
2.1. Avoid colloquialisms, idiomatic expressions, clichés and slang
Try to express the same idea in a simple way.
Do not write: Bear in mind that you must…
Write: Remember that you must…
Or better: You must…
2.2. Avoid ambiguous words and vague references
Avoid referring to a whole situation using words such as this, it, which. In addition:

Do not use as or since when you mean because

Do not use once instead of after or when
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2.3. Avoid metaphor and metonymy
Metaphors arise when one concept is viewed in terms of the properties of another, for example a
process being viewed as an animate being:
Do not write: How can I kill this process?
Write: How can I stop this process?
Metonymy is when an attribute or adjunct of a person or thing is used to refer to the person or thing
itself, for example suit for business executive, or the turf for horse racing.
Do not write: The Sun published photographs of the royal baby.
Write: The newspaper The Sun published photographs of the royal baby.
2.4. Avoid needless words
Remove words that do not add anything to a sentence’s meaning
Do not write: He is the man who works on marketing projects.
Write: He works on marketing projects.
2.5. Avoid synonyms and homographs
A synonym is a word or phrase with exactly or almost exactly the same meaning as another word or
phrase in the same language, for example shut is a synonym of close. Authors typically regard the
use of synonyms as a way of avoiding a monotonous style. However, the more words you use to
refer to the same concept, the more inconsistencies may be introduced into the translation.
A homograph is the single written form of two or more words that are spelled the same but not
necessarily pronounced the same and with different meanings and origins.
Do not write: You may need to register by May.
Write: You might need to register by May.
2.6. Be consistent
Always use the same term for the same concept.
Do not write: We offer the best solution for online back-up, remote data back up…
Write: We offer the best solution for online back-up, remote data back-up…
Do not write: We use machine translation ..., is automated translation always appropriate …
Write: We use machine translation ..., is machine translation always appropriate …
2.7. Use glossaries
Using glossaries is the best way to ensure that key terminology is translated correctly and consistently.
Consider adding DNT (Do not translate) terms to your glossary, for example, product names. Also
remember that a glossary should be as concise, but as complete as possible. We therefore suggest
omitting common terms and concentrating on terms that are specific to your product.
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2.8. Update your glossaries with new or changed terminology
If you make any changes to the terminology used in your source content, you should also update the
corresponding glossaries and provide your language provider with the updated versions.
2.9. Spell-check
This may be an obvious point but spelling errors and typos can lead to needless queries and
mistranslations.
3. Grammar and Syntax
3.1. Use simple, short sentences
If a sentence is written with a semicolon or if it contains several clauses, break it into two sentences.
Generally, sentences that are 20-25 words or less in length are the easiest for readers to
comprehend.
3.2. Use complete sentences
When possible, use a complete sentence to introduce lists. Use grammatically complete clauses for
listing items wherever possible.
3.3. Repeat nouns or noun phrases instead of using pronouns
Do not start a sentence with This is… If you must use this or that, ensure the referent is clear.
Do not write: ALPHA Editor is a free source code editor … It is a very useful tool for…
Write: ALPHA Editor is a free source code editor … ALPHA Editor is a very useful tool for…
Do not write: Using this software, you can remove viruses from your computer.
Write: Using ALPHA-Antivirus, you can remove viruses from your computer.
3.4. Use correct grammar
Given that some engines use linguistic rules, including grammatical rules, make sure that you use
correct grammar and run a grammar check on your content.
3.5. Use simple syntax
Syntax is the arrangement of words and phrases to create well-formed sentences in a language.
Express only one idea per sentence and do not overcomplicate sentences. Avoid gerunds,
juxtaposition, syntactic ambiguities, etc…
Do not write: Turn right here after the bridge.
Write: Turn right after the bridge.
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3.6. Keep adjectives and adverbs near the words they refer to
In complex sentences, adjectives can become separated from their noun, and adverbs separated
from their verb. If the sentence is simple, this will not happen.
3.7. Avoid empty or light verbs and ‘nominalisation disease’
Avoid 'verb + noun' phrases when a simple verb is sufficient. It is perfectly acceptable to write assess
instead of carry out an assessment or present instead of make a presentation, act instead of
undertake an action.
4. Style
4.1. Use correct punctuation
A sentence without a period or other appropriate punctuation will lead the CAT tool parser to
continue searching for an end to the sentence. The result is unpredictable. Omitting a comma can
potentially produce a poor translation. For example, This, I think, is what he meant may not be easy
for the parser to analyse, but This I think is what he meant will definitely result in a bad translation.
4.2. Avoid abbreviations and acronyms
Avoid using too many acronyms, whose meaning may not be known to the translator. If you do use
acronyms, make sure they are listed in your dictionary, with a full definition.
4.3. Be consistent when writing date and hour formats and measurement units
Use a standard format throughout your content and do not mix different country standards.
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