If you're preparing marketing, sales, or technical documents that will be translated into multiple languages, you need more than just great writing—you need writing that’s ready for translation.
This guide is for content creators, marketers, and localization managers who want to simplify their translation workflow while ensuring their message remains clear, accurate, and culturally appropriate across languages.
Here are 15 practical tips to help you create content that’s easy to translate—saving you time, reducing costs, and ensuring your brand message shines through in every language.
How to Write Translation-Friendly Content
Your writing style directly affects how easily your content can be translated. Follow these best practices for clear, consistent messaging across languages:
- Use Clear and Simple Language
Avoid idioms and jargon. Instead of "Let's hit the ground running," say, "Let's get started right away." - Keep Sentences Short and Direct
Aim for sentences under 20 words to ensure clarity—especially for machine translation. - Use Proper Grammar and Punctuation
Maintain grammatical accuracy to avoid misunderstandings during translation. - Avoid Ambiguity
Be specific. Replace vague phrases like "This can be changed later" with "Users can update this setting anytime in their account preferences." - Maintain Consistent Terminology
Choose specific terms (e.g., "product tour") and stick to them throughout the document.
Best Practices for Formatting Documents for Translation
Thoughtful formatting can significantly reduce translation time and prevent layout issues. Here’s how to optimize your document layout:
- Use Automated Tables of Contents
Avoid manual formatting. Automatically generated TOCs adapt better post-translation. - Separate Text from Graphics
Keep text layers distinct from visuals, especially in tools like InDesign, to ease extraction and translation. - Apply Styles Instead of Manual Formatting
Use paragraph and character styles to ensure consistency across different language versions. - Design for Text Expansion
Some languages require more space than English. Build in extra room for text growth. - Build Tables with Editors, Not Tabs
Avoid manually spaced layouts—use table tools to maintain formatting integrity during translation.
Adapting Content for Cross-Cultural Compatibility
Beyond language, cultural context plays a key role in how your content is received. Keep these localization tips in mind:
- Review Names, Colors, and Symbols
Ensure your content doesn’t unintentionally carry a different meaning in another culture. - Avoid Slang and Colloquialisms
Stick to neutral expressions. For example, replace “We’re killing it!” with “We’re performing exceptionally well.” - Spell Out Acronyms on First Use
Not all acronyms are universal. Provide full definitions upfront. - Use Multilingual-Friendly Fonts
Make sure your fonts support character sets for target languages like Arabic, Chinese, or Cyrillic. - Provide Context for Translators
Use comments or notes to clarify meaning and reduce misinterpretation.
Final Thoughts: Build a Translation-Ready Content Strategy
Writing for translation isn't about simplifying your message—it's about strategically crafting your content so it's ready for global distribution.
By using these best practices, you can:
- Minimize translation time and costs
- Improve content consistency
- Avoid localization pitfalls
- Ensure your message resonates across markets
The earlier you plan for translation, the more efficient your localization process will be.
Need Help Managing Translations?
If you manage translations regularly, a Translation Management System (TMS) can streamline your workflow. Redokun enables teams to collaborate easily, translate faster, and stay on budget.
Discover how Redokun works today to see how we can simplify your translation process.
