Letter Etiquette Guide

When your letters may be translated or when writing to non-native English speakers, certain practices improve clarity and understanding.

Writing Clearly for Translation:

Use Simple, Clear Language:

• Choose common words over complex vocabulary


• Use active voice instead of passive voice


• Keep sentences short and straightforward


• Avoid idioms, slang, and cultural references


• Be explicit rather than implicit

Structure for Clarity:


• Use clear headings and bullet points


• Number important points


• Put the most important information first


• Use parallel structure in lists


• Break up long paragraphs

Avoid Translation Pitfalls:

Problematic Phrases:


• Idioms: "It's raining cats and dogs" → "It's raining heavily"


• Slang: "That's cool" → "That's good/acceptable"


• Cultural references: "Like a home run" → "Very successful"


• Humor that doesn't translate


• Double meanings or wordplay

Technical and Business Terms:


• Use standard terminology consistently


• Define technical terms when first used


• Avoid acronyms unless universally known


• Be specific about quantities, dates, and measurements


• Use international date formats (15 January 2024)

Numbers and Measurements:


• Use international units (metric system)


• Spell out numbers that might be confusing


• Be explicit about currency (USD, EUR, etc.)


• Use 24-hour time format for clarity


• Specify time zones when relevant

Working with Translators:

Provide Context:


• Explain the purpose of the letter


• Identify the target audience


• Specify the required tone (formal, friendly, etc.)


• Note any technical terminology


• Highlight critical information that must be accurate

Review Process:


• Have important letters back-translated


• Use native speakers to review translations


• Check that cultural adaptations are appropriate


• Verify technical terminology is correct


• Ensure the tone matches your intention

Best Practices:


• Use professional translators for important communications


• Allow extra time for translation and review


• Consider cultural adaptation, not just literal translation


• Test translations with native speakers when possible


• Keep copies of both original and translated versions