Secrets of a Manual: Writing Content for Translators

When writing or creating layouts for manuals, provide ample space at the bottom of your InDesign, QuarkXPress, or PageMaker document, especially if the manual is going to be translated to different languages.  Ask your editor or department just how much space the translators are going to need.  They will typically provide exact measurements in points or a less-accurate answer of "approximately 3 or 4 lines."

 

For manuals to be published in print, it is essential that there is enough space for the translated text.  Translations are either done in-house or via a third-party vendor.  In most cases, both parties can easily edit the text frame and image positioning to allow extra text to fit. Cyrillic, Arabic, and Chinese are some of the languages that may or may not need the extra space.  Indirectly, this is also one of the reasons why technical writing should make use of simple words with a focus on frugal writing (and not flowery, overly-pedantic language).  English is not often directly translated in another language but interpreted instead (unless you're dealing with a finicky translator with no technical background whatsoever).

 

 

 

Another aspect to keep in mind when writing content meant to be translated is inserting inline images, "floating" the image, or anchoring an image with the text.  In a fictional world where everyone reads English, anchoring an image or inserting them as inline objects would be the neatest way to maintain consistency and text flow.  Unfortunately, they can be a challenge in a reality where translators have to read and rewrite blocks of descriptions and instructions.  A competent translator isn't necessarily an expert in InDesign CS4 or Framemaker.  Even grouping an image with text could prove to be a headache to a translator (much more tables!).  An in-house translator would follow the company style guide but a third-party service may play havok with the output without some assistance.  

 

Space, on the other hand, is less of a concern when manuals are only meant for the web or packaged to a bundled DVD. Lengthy XHTML is obviously not a problem even when translated to a dozen languages. Microsoft CHM, Robohelp-based, FrameMaker, and Adobe Air-based manuals have an advantage over paper when it comes to formatting, templates, and positioning though it takes a bit more effort than creating print layouts. Naturally, hand-coding is an excellent option over using expensive applications like Dreamweaver.   There's also plenty of open source software that deal with XML, LaTeX, or Docbook that the enterprising writer can use.   

 

More and more companies prefer to cut costs by limiting the use of printed manuals, save for their most deluxe products.  With tablets and smartphones taking over print, digital manuals should be the standard.  But if you're dealing with print meant to be translated, leave some document space for the hard-working Thai translator down the corridor or across the street.