How to create a translation style guide

If you’ve already read our article on how to get a document correctly translated, how to create a glossary, or pretty much any article on how to get benefit from a language service provider (LSP), you may have noticed that collaboration is the key.  You can create a translation style guide on your own. In fact, your company may have already created one for internal purposes. However, a translation style guide is for translating, not for writing original content.  This means that a lot of the work has already been done of you and the translator, because much of the style and what the translators needs to know is already in the content itself. The purpose of the translation style guide is to address anything that the content cannot address directly. 

There are many ways to say the same thing in any language.  For any variability that can’t be captured in a glossary, it can be captured by the translation style guide.  Technically, you can write anything you want in a style guide. At the end of the day, it is just a document that is going to the translator to help them translate your content the way you want.  

Before you start

Involve people who are about style guides, and the quality of the translation.  Some will know the target language and some may not, that’s ok. What matters is that you contribute where you can.  The more you and your team are involved in the process the more comfortable you will feel with the outcome and the better the outcome will be.  

Recognize that more than one style guide can be used.  Style guides can be divided by target language, department, content type, whatever you want.  The goal is to keep it brief, like under two pages. Remember that it’s important to keep it brief because there is no technology that is going to systematically implement style guide.  The translator will do their best to read, comprehend, retain, and apply what you write in the style guide, so keeping the information load small really helps ensure that what you write actually gets implemented.  

Opening

People tend to remember the beginning and the end the most and that is for translators as well.  The beginning of the style guide is the best place to talk directly to the translator. Describe the style, voice, personality of the source text – anything to help the translator understand what you’re going for.  

If the scope of the style guide is limited in any way, mention it.  “This is only for marketing material” or “This does not apply to highly technical documentation or documents from the legal department” is fine.  

Terms

If you’re using a style guide, you’re probably using a glossary too.  While the glossary is the right place to put terms, you can provide the rationale here to have the translator help you capture and contribute words to the glossary (in case you missed any).  Here is an example of a term section:

Terminology	Default and examples
Abbreviations / Acronyms	Keep source with target explanation in parentheses.
Brand names / Trademarks	Do not translate.
Government agencies (e.g. FDA, AFSSAPS, etc.)	Keep the source text untranslated, but add the target translation in parentheses, unless a localized version exists (e.g. WHO-OMS).
Job Titles	Localize.
Taglines or slogans	Do not translate.

Keep in mind that you’re not limited in any way.  This article is meant to show what can be useful to mention to the translators.  You can create a section or subsection on anything you think would help.  

Numbers

Outside of nontranslatables, the most common kinds of numbers that translators will come across are dates, currencies, and measurements.  What kind of calendar should be followed? What currency should numbers be in? Should the translator always default to local measurements? Here is an example of a Numbers section:

Conversions	Default and examples
Currency	Keep source currency in translation.
Dates, time	Localize as applicable, (mm/dd/yy to dd/mm/yy)
Measurement units	Localize all measures (English to metric, Fahrenheit to Celsius)

If your file has a lot of measurements in them, keep in mind what needs to match up with the documentation. For example, if your company manufactures a device and the documentation describes the measurement it uses, and the units of measure will not change, then the measurements in the documentation should not change.  

Names

Company names would have been captured in the glossary, but in case there are other names that you missed or cannot predict, here is where you would explain what you are going for.  Here is an example:

Proper names	Default and examples
People	Keep original Latin spellings. (If transliterated, cite Latin spelling initially in parentheses).
Place names	Use localized spelling where applicable (Mexico vs. México, Cologne vs. Köln, Nueva York versus New York, etc.), otherwise use source.

Graphics

When translating content into different languages.  Graphics should be taken into account, such as matching ethnicity, etc.  Make it explicit if you want this service or not. Also mention qualifies of the graphics are acceptable including appropriate sources.  Here is an example:

Graphics	Default
People	If you notice that the demographic or ethnicity of the document do not match the target audience, please let your point of contact at the company know so that arrangements can be made to modify the graphic.

Graphics might also be a good place to put things like stamps and signatures.  For example, explain that for signatures, putting “(signature)” is adequate.  

Localization

If you have anyone on your team that is legitimately knowledgeable in the target language, they can contribute to elements in the target language, such as typographical conventions, spell, language rules, anything at all.  For example, as a rule, Arabic does not use abbreviations, so explaining what to do in this case might be helpful. Here is an example of this would be done:

Arabic	Default
Abbreviations	Some abbreviations and acronyms of well-known international organizations and institutions are used in Arabic as Arabicized names. For example:  FAO, (الفاو) ICARDA, (الإيكاردا) UNESCO, (اليونسكو) GATT, (الغات)

If you don’t have anyone on our team that knows this stuff, don’t worry about it.  Let the translator set the precedence.  

Audio/Video

When it comes to audio or video, the most common discussion is around how to pronounce company or product names.  Should it be an American accent? Local accent? etc. Also, around subtitles or LCD screens on machinery, if you know there is a character limit you want to mention it.  For example:

Pronunciation	Default and examples
Proper Names	Pronounce in the target language.
Abbreviations	Spell out the acronym. Exceptions: GB: Global Brigades (with local accent)

Keep it updated

Each time you update your local version of the style guide, be sure to update the version intended for translators or inconsistency will creep in.  

Just cheat and use our style guide creation form

You could create your own style guide from scratch, or you can just fill out this handy translation style guide template, which will get you well on your way with minimal effort.  You can also download a PDF version below:

If you’d like to learn more about how BURG Translations helps you ensure high-quality translations, contact us today.