If you have been tasked with writing or designing a manual, pamphlet, or brochure that will be localized and distributed around the world, here are some tips to follow that will make the localization process run smoothly.

When writing and designing the document
• Use consistent terminology for all English text associated with a translation project:
software, online help, documentation, package labeling, etc. (As Åsa mentioned in her post about the importance of planning, create a rigorous glossary of terms and have translations approved by all subject matter experts involved. See http://rhonix.translate.com/engineering/show/101#post101.)

• Watch for subject/verb agreement.

• Provide syntactic clues that make the sentence structure and parts of speech as obvious as possible.
For example:
Wrong: Set default image types the camera sees.
Better: Set default image types that the camera sees.

• Always include pronouns (no telegraphic text).
For example:
Wrong: Type settings in boxes for horizontal and vertical resolutions.
Better: Type the settings in the boxes for horizontal and vertical resolutions.

• Clarify to which word a pronoun refers. (Avoid vague antecedents and dangling modifiers.) In many languages, the words “it” and “they” are translated differently depending upon the gender of the word they represent.
For example:
Wrong: To get the proper result, create a new setting that is calibrated for a specific printer and software application, and add it to the list.
Explanation: “It” here could refer to “proper result” or “printer” or “software application.”
Better: To get the proper result, create a new setting that is calibrated for a specific printer and software application, and add the new setting to the list.
Explanation: “It” is eliminated to prevent ambiguity.

• Maintain a singular voice. Don't switch between active and passive voice within a document.

• Avoid lengthy compound modifiers.
For example:
Wrong: Remove the light-filtering flexible lens cover.
Better: Remove the flexible lens cover that filters light.
Explanation: Unlike English, many languages do not allow for the creation of compound modifiers, which partially explains why translations into European languages occupy 15 to 30% more space than the original English. Sometimes complex compound modifiers are standard terms in a particular industry. If that is the case, provide their definition in an English terminology list or glossary.

• Avoid contractions.

• Avoid humor.

• Avoid slang, colloquialisms, or jargon.

• Avoid using trademarked terms (like Jello, Kleenex, or Bandaid). Keep such references generic.

• Define all acronyms upon first usage. Create a glossary for documents that use many acronyms.

• List units of measure correctly and consistently (for example, metric first, followed by US equivalent in parentheses).

• Define time zones, date formats, and monetary systems.

• Verify index entries. (Spot-check 25% of index entries for a generated index, 100% of index entries for a manual index.)

• Verify table of contents (chapter titles, subheadings, page numbers, and room for text expansion).

• Verify cross-references (textual elements, titles, figure references, table references, page numbers).

• Verify all hypertext links (make sure all are active; provide instructions to localization team for locale-specific URLs).

• Verify trademark references and accurate use of trademark symbols.

• Verify addresses and phone numbers. (If numbers are US-only, document should state so. Provide localization instructions about which numbers change for target countries, and where to find the country specific information.)

• Use EXACT document names and current part numbers. Provide translated document names to localization team, if they already exist.

For graphics:
• Anchor all graphics to text.
• Link all graphics to the document, regardless of application.
• Use numerical callouts, not alphabetical characters. (If the graphic has fewer than five callouts, use short text overlays.)
• Do not embed text in graphics.
• Avoid human figures because of race, gender, and stereotyping.
• Avoid using hand gestures in icons, graphics, or document styles (for warnings, hints, notes, etc.).