Writing for Translation: How Plain Language Improves Multilingual Outcomes

Most translation problems don't start with the translator. They start with the source content.

When English text is written with complex sentence structures, jargon, acronyms, idioms, and culturally specific references, translators face an uphill battle. The result is often translations that are technically correct but confusing, stilted, or simply don't land with the target audience. Worse, unclear source content increases turnaround time and cost — because translators need to spend time interpreting what the author meant before they can begin translating it.

Plain language fixes this problem at its root. By writing English content with translation in mind, organisations can dramatically improve the quality, consistency, and efficiency of their multilingual communications.

What Is Plain Language?

Plain language — sometimes called plain English or clear writing — is a writing approach that prioritises clarity and reader comprehension. The goal is that the reader can understand the content the first time they read it, without needing to re-read, guess at meaning, or look up unfamiliar terms.

This doesn't mean dumbing down your content. It means structuring your writing so the message is immediately clear. Plain language respects the reader's time and assumes they shouldn't need specialist knowledge to understand a general communication.

In the Australian context, plain language has been adopted across government communications, health information, and community engagement materials — all areas where clear, accessible writing is essential for reaching Culturally and Linguistically Diverse (CALD) audiences.

Why Plain Language Matters for Translation

Translation is not a mechanical word-swap exercise. A skilled translator reads the source text, understands the meaning, and re-expresses that meaning naturally in the target language. The clearer the source text, the more accurately and efficiently this process works.

When source content is unclear, the translator must make judgement calls about what the author intended. Every ambiguity in the English creates a risk of misinterpretation in the translated version. Multiply that across ten or twenty languages, and a single vague sentence can generate dozens of inaccurate translations.

Plain language reduces this risk by removing ambiguity at the source. It gives translators a clear, unambiguous text to work with — which means faster turnaround, fewer queries, lower costs, and more accurate results across every target language.

Common Problems in Source Content

Here are the most frequent issues we see in English content that's destined for translation:

Long, complex sentences. Sentences with multiple clauses, parenthetical asides, and layered qualifications are difficult to parse in any language. In translation, they often need to be restructured entirely, which increases the risk of meaning being lost or altered.

Idioms and colloquialisms. Phrases like "at the end of the day," "touch base," "the ball is in your court," or "it's a no-brainer" have no direct equivalent in most languages. Translators must find an equivalent expression or rewrite the sentence, which takes time and introduces variability.

Acronyms and abbreviations. Using "DHS," "NDIS," "LGA," or "EOI" without defining them creates problems for translators who may not know the Australian bureaucratic shorthand — and for readers in the target language who certainly won't.

Passive voice. Passive constructions obscure who is doing what. "Applications must be submitted by the closing date" is less clear than "You must submit your application before [date]." The active version translates more cleanly into virtually every language.

Culturally specific references. References to Australian-specific concepts — Centrelink, Medicare, the school term calendar, or even seasonal references like "summer" — may confuse readers in the target language if not explained or contextualised.

Nominalisation. Turning verbs into abstract nouns ("the implementation of the program" instead of "we are implementing the program") adds unnecessary complexity. In many languages, these constructions are unnatural and difficult to render.

Practical Plain Language Guidelines for Translatable Content

Applying plain language principles to content that will be translated doesn't require special training. It requires attention to a few key habits:

Keep sentences short. Aim for 15 to 20 words per sentence as a general guide. If a sentence has more than one main idea, split it into two.

Use active voice. Make it clear who is doing what. "The council will send you a letter" is better than "A letter will be sent by the council."

Define acronyms on first use. Write "National Disability Insurance Scheme (NDIS)" the first time, then use "NDIS" thereafter. Better yet, consider whether the acronym is necessary at all.

Avoid idioms and slang. Replace figurative language with literal equivalents. Instead of "keep your eyes peeled," write "look carefully." Instead of "red tape," write "administrative requirements."

Use consistent terminology. If you refer to a "service provider" in one paragraph, don't switch to "vendor" or "supplier" in the next. Consistency in the source text creates consistency in every translated version.

Write for the lowest common denominator of literacy. The Australian Government's style guidance recommends writing at a Year 7–8 reading level for general public communications. This isn't about talking down to people — it's about ensuring comprehension across the widest possible audience, including people reading in their second language.

Keep formatting translation-friendly. Remember that translated text is often 20 to 30 percent longer than English. Design your documents, forms, and digital content with space for text expansion. Also consider that some languages read right to left (Arabic, Farsi) or use character sets that require different fonts.

Plain Language and CALD Community Communications

For organisations communicating with CALD communities — particularly in government, health, emergency services, and community sectors — plain language is not optional. It's a baseline requirement for effective engagement.

Many CALD community members in Australia have varying levels of English literacy. Even those who speak English conversationally may struggle with written bureaucratic English. When these same individuals receive translated materials that were produced from unclear source content, the result is often confusion, mistrust, or disengagement.

Starting with plain English means your translated materials will be clearer, more accessible, and more likely to achieve their intended purpose — whether that's encouraging people to attend a health screening, explaining a new government policy, or providing safety information during an emergency.

A Before-and-After Example

Before (bureaucratic English): "In order to access the services provided under the National Disability Insurance Scheme, eligible participants are required to submit an application through the relevant departmental portal, ensuring that all requisite documentation has been attached prior to the submission of the application."

After (plain language): "To apply for the National Disability Insurance Scheme (NDIS), submit your application through the online portal. Make sure you attach all required documents before you submit."

The second version is shorter, clearer, and significantly easier to translate. A translator working with the plain language version will produce a more natural, accurate translation in less time — and the end reader will understand it immediately.

Integrating Plain Language Into Your Workflow

Making plain language a standard part of your content creation process doesn't require a complete overhaul. Consider these practical steps:

Develop a plain language style guide for your organisation that includes specific guidance for content destined for translation. This should cover sentence length, terminology preferences, formatting rules, and examples of common mistakes to avoid.

Brief your translators. Provide context about the target audience, the purpose of the document, and any terminology decisions you've made. A well-briefed translator produces better work, faster.

Use glossaries and termbases. If your organisation produces regular multilingual content, maintain a glossary of approved terms and their translations. This ensures consistency across projects and languages.

Review translated content with community members. Where possible, have in-language readers review translated materials to confirm they are clear, natural, and culturally appropriate. This is especially important for health, safety, and legal communications.

How LEXIGO Helps Organisations Write for Translation

At LEXIGO, we work with government departments, health services, and community organisations to produce multilingual content that starts with clear, translatable English. Our process includes source content review, plain language guidance, professional translation by NAATI-certified translators, and quality assurance workflows backed by ISO 17100 certification.

We also maintain translation memories and termbases for our clients, ensuring that terminology remains consistent across projects, languages, and time. When your source content is clear and your translation partner is consistent, the result is multilingual communications that actually work.

Get in touch with the LEXIGO team to discuss how we can help you produce better multilingual content — starting with better source content.