🔤 Multilingual Writing: Choose Words Carefully

Use words that help readers understand the meaning, not words that make them guess.

Word choice affects every reader. But unclear, abstract, informal, or inconsistent words can create extra barriers for multilingual readers and for people translating or interpreting English information.

A familiar word is usually better than an unusual word. A precise word is usually better than a vague word. And a necessary term is usually better than a simple word that says the wrong thing.

Use familiar words when they are accurate

Choose words readers are likely to know. Do not use longer or more formal words just to sound official.

Less clear:
Individuals must obtain authorization before utilizing the facility.

Clearer:
People must get permission before using the building.

Shorter words are not always better. The best word is the word that carries the right meaning.

Explain necessary terms

Some legal, medical, technical, school, workplace, government, or benefits terms may be necessary. Do not replace a necessary term with a vague word. Explain the term instead.

Less clear:
You may qualify for a subsidy.

Clearer:
You may qualify for a subsidy. A subsidy is money that helps pay part of the cost.

Less clear:
You must file an appeal within 30 days.

Clearer:
You must file an appeal within 30 days. An appeal is a request to review or change a decision.

Avoid jargon

Jargon is language used by people in a specific job, workplace, profession, or subject. It may be clear to insiders and confusing to everyone else.

Less clear:
Submit all intake documentation before service authorization.

Clearer:
Send us all required forms before we approve the service.

If you must use a technical term, explain it the first time you use it.

Avoid words with too many meanings

Some words have many meanings. That can confuse readers and translators.

Less clear:
You must report your status change.

Clearer:
You must tell us if your address, job, income, or family size changes.

The clearer version explains what kind of change matters.

Use words readers can picture or act on

Some words name things readers can see, count, or do. These words are often easier to understand than broad or abstract words.

Less clear:
You must meet participation requirements.

Clearer:
You must attend at least three classes each month.

Less clear:
The organization will provide assistance.

Clearer:
The organization will help pay rent.

Be careful with informal words

Informal words may seem friendly, but they can confuse readers who use English as a second or additional language. They may also fail in translation.

Less clear:
Bring your paperwork ASAP.

Clearer:
Bring your forms as soon as possible.

Less clear:
Give us a heads-up if you cannot attend.

Clearer:
Tell us before the meeting if you cannot attend.

Avoid unnecessary abbreviations

Abbreviations can slow readers down. They can also confuse translators and translation tools.

Less clear:
Submit ID, DOB, and proof of res. by Fri.

Clearer:
Submit your identification, date of birth, and proof of address by Friday.

Some abbreviations are widely known, such as U.S., a.m., and p.m. Others need to be spelled out or avoided.

Use contractions carefully

Contractions combine two words into one shorter word. Examples include don’t, can’t, you’ll, and we’re.

Contractions can make writing sound friendly and natural. But they can also confuse people who use English as a second or additional language. Some contractions are hard to recognize. Some look or sound like other words.

Less clear:
Don’t send your form until you’re sure it’s complete.

Clearer:
Do not send your form until you are sure it is complete.

Avoid informal contractions such as should’ve, could’ve, would’ve, who’s, that’ll, and it’d when clarity matters.

Use the full words when the information is important, formal, legal, medical, technical, safety-related, or likely to be translated.

Spell out acronyms

An acronym is a word or short form made from the first letters of a longer name.

Spell out the full name the first time you use it. Put the acronym in parentheses if you will use it again.

Less clear:
SNAP benefits may affect your WIC application.

Clearer:
Supplemental Nutrition Assistance Program (SNAP) benefits may affect your Women, Infants, and Children (WIC) application.

If the acronym is not needed again, do not put it in parentheses after the spelled-out form.

Avoid noun chains

A noun chain is a string of nouns used together. Noun chains can be hard to understand because readers must figure out how the words connect.

Less clear:
student transportation eligibility review form

Clearer:
form to review whether a student can use school transportation

Less clear:
community health program enrollment deadline

Clearer:
deadline to enroll in the community health program

Use one word for one idea

Do not change terms just to avoid repetition. Repetition can help readers.

Less clear:
Send us your application. We will review your request. If your submission is approved, we will contact you.

Clearer:
Send us your application. We will review your application. If we approve your application, we will contact you.

Repetition may sound less stylish, but the repeated word is often clearer. Use a pronoun such as it instead only when readers will know exactly what it means.

For more on keeping important words and labels consistent across a document, see Use Consistent Terms.

Watch for culture-bound words

Some words assume readers understand U.S. customs, systems, holidays, school terms, government terms, or legal processes.

Less clear:
The office is closed for Presidents Day.

Clearer:
The office is closed Monday, Feb. 16, for Presidents Day.

Less clear:
Bring your pink slip.

Clearer:
Bring the notice that says your job has ended.

When a word depends on local knowledge, add enough explanation for readers to understand and act.

Choose respectful words

Use words that respect people’s identity, dignity, and situation. Avoid words that shame, blame, stereotype, or make assumptions.

Less clear:
Illegal aliens must report changes.

Clearer:
People without legal immigration status must report changes.

Less clear:
The disabled must use the side entrance.

Clearer:
People with disabilities should use the accessible entrance.

Respectful language is part of clarity. Readers should not have to work through insulting or outdated language before they can use the information.

For more advice, visit Garbl’s Inclusive Language Guide.

Check the words before you finish

Before you finish, ask:

Will readers know this word?
Does this word have more than one meaning?
Is this term necessary?
Have I explained necessary terms?
Am I using the same word for the same idea?
Could this word confuse a translator or interpreter?
Could this word sound disrespectful or outdated?

Careful word choice helps readers understand the message and helps translators carry the meaning into another language.

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