🔤 Multilingual Writing: Use Consistent Terms

Use the same word for the same idea.

Consistent terms help readers understand and remember information. They also help translators, interpreters, teachers, reviewers, and translation tools.

Do not change words just to make the writing sound more varied. Variety may sound more stylish to fluent English readers, but it can confuse people who use English as a second or additional language.

Use one term for one thing

If two words mean the same thing, choose one and keep using it.

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

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

The repeated word may sound less stylish, but it is clearer. A clear pronoun, such as it, they, or them, can replace a repeated term. But if the pronoun could refer to more than one thing, repeat the term.

Do not use one term for different things

A word should not mean one thing in one sentence and a different thing later.

Less clear:
You must complete the form before your appointment. Bring the form of identification listed below.

Clearer:
You must complete the application before your appointment. Bring one type of identification listed below.

In the first version, form means two different things: a document to complete and a type of identification.

Explain terms that are similar but not the same

Some terms look similar but have different meanings. If readers need to know the difference, explain it.

Example:
A translator works with written language. An interpreter works with spoken or signed language.

Example:
A deadline is the last day to do something. An appointment is a scheduled time to meet, call, or get service.

Do not expect readers to guess the difference.

Watch for official terms

Sometimes you must use an official term because it appears on a form, notice, law, benefit, program, or website. Use the official term but explain it in plain words.

Less clear:
You may receive an adverse action notice.

Clearer:
You may receive an adverse action notice. This notice tells you that a benefit, service, or request may be denied, reduced, changed, or ended.

If the official term matters, keep using the same term after you explain it.

Make labels match

Headings, buttons, links, forms, instructions, and notices should use the same words for the same thing.

Less clear:
The heading says Request help.
The button says Submit inquiry.
The confirmation message says Your case has been opened.

Clearer:
The heading says Request help.
The button says Send request.
The confirmation message says We received your request.

Readers should know whether these words refer to the same action. See Keep labels and links clear at Design Pages Readers Can Use.

Give translators and reviewers a list of terms

For longer documents, repeated programs, or important public information, create a short list of key terms.

The list can include:

The English term
The definition
The approved translation, if one exists
Notes about when to use or avoid the term

A term list can help writers, translators, reviewers, and staff use the same terms across documents, languages, pages, forms, signs, and notices. For more advice, see Prepare Text for Translation.

Check terms before you finish

Before you finish, ask:

Am I using the same word for the same idea?
Am I using one word to mean different things?
Have I explained official or technical terms?
Do headings, buttons, links, and forms use matching labels?
Would a translator know which terms must stay consistent?
Would a reader know when two terms mean different things?

Consistent terms reduce confusion. They help readers follow the information and help translators carry the same meaning into another language.

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