🔤 Multilingual Writing: Checklist

Review the steps you have taken before you publish, translate, interpret, or share English-language information.

Use this checklist after you draft English-language information and before you publish, translate, interpret, or share it.

The items describe useful steps for reviewing your document. As you review, ask whether each step has been completed, still needs work, or does not apply.

Use this checklist with Review and Test with Readers.

Readers and purpose

Identify who will read, translate, interpret, or use the information
Describe what readers need to do after reading
Consider whether readers may need translated or interpreted information
Consider readers’ language needs without making assumptions about culture, education, citizenship, or English skill
Ask people who know the readers where confusion may happen

Words and terms

Use familiar words when they are accurate
Explain necessary legal, medical, technical, school, workplace, government, or program terms
Avoid unnecessary jargon, slang, idioms, and metaphors
Avoid unnecessary abbreviations and contractions
Spell out acronyms the first time you use them
Use the same word for the same idea
Explain the difference between similar terms, such as translator and interpreter
Use respectful words

Sentences

Use a clear subject and verb
Put the main idea near the beginning
Keep related words close together
Use active verbs when readers need to know who does what
Keep sentences short enough to understand
Break long sentences (with 25-30 words) into shorter sentences when needed
Use a list when a sentence has too many parts
Avoid double negatives, such as not ineligible
Check whether pronouns such as it, this, that, or they are clear

Organization and design

Put the most important information first
Use clear headings
Use short paragraphs, often two to three sentences
Use bullets for items, choices, or requirements
Use numbers for steps that must happen in order
Use tables when they make comparison easier
Use images or icons to support the words, not replace them
Label links and buttons with the action readers can take
Label translated versions so readers can find the language they need
Check that the page format works on a phone
Do not rely only on color, images, icons, or layout to show meaning

Translation and interpretation

Review the English before translation or interpretation
Tell the translator who the readers are
Tell the translator where and how the text will be used
Provide the translator with key terms and definitions
Explain names, acronyms, and proper nouns
Give enough time for translation questions, review, and formatting
Send editable text when possible
· Leave room because translated text may be longer than the English text

Machine translation

Decide whether machine translation is safe for this information
Treat machine translation as a draft or tool, not a final translation
Avoid machine translation for high-risk information unless qualified human review is available
Protect private or sensitive information
Tell readers when machine translation was used
Give readers a way to report translation problems

Review and testing

Review the English before publication
The English should be clear, natural, accurate, and respectful?
Use readability scores as a warning light, not a final judgment
Aim for about an eighth-grade reading level or lower when possible
Test whether readers can find the main point
Test whether readers know what to do next
Ask practical questions, such as what readers would do next, instead of only asking, “Is this clear?”
Review translated materials if possible
Learn from repeated questions, mistakes, and reader feedback

Final question

Can readers find the information, understand it, trust it, and use it?

If not, look for the parts that may be unclear or confusing. Revise those parts before you publish, translate, interpret, or share the information.

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