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Writing for translation part I: it starts with plain language

Writer's picture: Tiara WhitlockTiara Whitlock

Updated: Jan 30

There are lots of reasons why organizations would want to translate their documents. When done right, translation can: 

  • Widen audience reach through access to information 

  • Promote language justice – the concept that everyone should have the right to communicate in their preferred language 

  • Build trust  

  • Comply with legal requirements 

  • Increase engagement 

  • Collaborate with partners 

 

To ensure that translation is most effective, it is important that the original documents are written in plain language to set your translating team up for success when translating directly or indirectly from English. 

 

Examples from the field 

So, what gets in the way?  Even if content is written in the reader’s preferred language, information can still be confusing, missing, or leave the reader with more questions than answers. 

 

Example of document missing information

Consider this example from a local community center: 

 

Picture of a flyer. 
The text reads: RCC Community Night, January 17th 2025 123 Bright Street 7pm - 9pm
Join us for a group discussion and helpful resources.
All welcome!
Example of a confusing flyer

A person reading this flyer who has English as their first language would likely have questions after reading this.  

  • Who is RCC?  

  • What resources will be shared?  

  • Is there a cost?  

  • What will the group discuss?  

  • How can someone be contacted to answer these questions? 

 

Now imagine this document being translated into one or more additional languages. All the people who then read those versions will likely have the same questions – and probably more. 

 

Instead of eliminating a barrier - language – and increasing knowledge and possible attendance for this event, another barrier – lack of information – was put up in its place. 

 

Example of paragraph with dense and confusing text

Here is another example from a housing organization: 

Residents are not required to submit Form A on an annual basis. Form A should be submitted biannually at the onset of the deadline year to stay current in the tracking system. However, residents are strongly encouraged to submit Form A annually to ensure that they will not receive unnecessary documentation within the assessment period.   

If you had to read the above paragraph twice, and you still are not certain of what is being said, imagine this same paragraph being translated directly or indirectly into another language. Think of the reader’s potential confusion, especially if the topic is high stakes like housing, education, or health - or if the reader isn’t familiar with the processes described or the vocabulary used (even if it is in their preferred language). 

 

Conclusion

Plain language allows the intended reader to find what they need, understand what they find, and then use that information. When you create a document that you know will be translated, make sure you are using plain language as you write. Using plain language as your foundation helps make sure translated documents have the greatest impact – helping community members know important information for their everyday lives. Your translators will likely appreciate your efforts, too!

 

Next month, we’ll take a look at some concrete tools you can use while writing for translation. 



References:

 

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