Context and Purpose: Inescapable Determiners of Good Writing and Translation

In 21st-century global communication, the expectations of the audience are high–too high to be ignored or lightly disregarded.  Clearly then, attention to context and purpose does shape the quality and establish the parameters of “good writing.”  Writing can be judged only as it satisfies or fails to satisfy the needs of the intended audience while also achieving the writer’s goals.  Thus both context and purpose are essential elements: the writing must provide what the reader needs and expects as to subject matter, information provided, format, and style. At the same time it must also achieve the writer’s purpose.

Just as important, however, it should also be clear, correct, and efficient–easy to read, easy to understand, easy to locate whatever the reader wants, appealing to the eye, and, above all, accurate.  Thus, as one San Diego translator states, it must be organized logically, have sections and visuals labeled accurately and clearly, contain no errors of language use of content matter.  It must not waste the reader’s time and patience with excess words, cloudy ideas, and illogical sequence.  It must respect the reader’s integrity, knowledge, interests, and time.

For San Francisco translation services workers, the task may appear formidable, for they must know their own language and its standard conventions, as well as the subject matter they address.  They must respect the power of well-chosen words and the appeal of well-crafted phrases.  They must honor language itself as the means to create perceptions with power to ennoble or to destroy. They must understand that whatever the text, it represents in tangible form the organization and the individual writer that create it.  It shows how the organization regards its customers, clients, or associates.  It warrants careful, thoughtful crafting that anticipates readers’ reactions, weighs words wisely for their logical and psychological effect, and exercises judicious selection of content.

Regardless of your translation needs, The Marketing Analysts Translation Services Company is ready to assist you.  Call us today to learn more about our services and expertise.

Formatting Your Translated Presentation To The Right Audience

As you sit down with your client and revisit the target audience definition and the report objectives, you should also analyze how the intended audience will expect the presentation to be organized.  There are a number of strategies for structuring a presentation or report.  Some of the more widely used approaches by Indianapolis translation companies include the chronological approach, cause and effect, and the scientific approach which makes us of induction, deduction, and comparison.  In addition, for specific types of documents (application letters, sets of instructions, proposals, and oral briefings and presentations), there might be an accepted format style that is already familiar to the audience.

While a generic format might seem to fit your project, keep in mind that a generic format will rarely meet all of your needs.  Since the objectives and goals of each project are different, you will likely need to allow for some flexibility and creative thinking.  As an illustration, consider a standard installation manual that provides sections on the following:

  1. An overview of the installation procedure
  2. A list of all tools and materials that will be required
  3. A  chronological list of the steps involved

Now consider a talk to a group of Atlanta French Translators that you were asked to give without any preparation.  In this situation, you will likely follow a natural pattern.

As the translators assigned to this develop the presentation for the client, you must be prepared to use a general outline and customize it for what you understand about the target audience.  Some things to take into account when developing your format is how the audience respond to different findings and recommendations.  When thinking about this, you need to consider how you will counter their objections.  Likewise, if the audience accepts your findings then there is no need to waste time on trying to persuade them further.

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Writing And Formating Letters For A Professional Appearance

In business, a letter’s format and appearance are important since an odd format or poor appearance can distract readers from the content. Moreover, a messy letter conveys an implied message: The writer doesn’t care about the reader. To avoid such problems, Washington D.C. Translation services follow standard conventions (heading, inside address, etc.), use an accepted format (e.g., block, modified, AMS), and be sure the letter’s appearance doesn’t call attention to itself. Lastly, never sign a letter until you’re sure it’s perfect. Remember: Regardless of who processes the letter, if you sign it, you are responsible for its appearance and content.

A letter creates a relationship between you and your reader. Therefore, Houston Translation workers suggest that effective letters always have a you perspective; that is, the letter’s tone should show respect and concern for the reader’s feelings and attitudes. If you bury readers in clichés, letterese, and pompous, inflated prose, they are bound to conclude that you care little about your relationship to them. Thus, consider your readers; use plain English and a pleasant tone.

Because your reader will react favorably, good-news letters such as favorable replies to requests and claims should begin directly, that is, the major point or idea should be stated first. Once you’ve given readers the information they want, follow up with supporting details.

Bad-news messages, on the other hand, should begin indirectly, since readers are more likely to accept your refusal once you’ve given an explanation.

Professional Communication For Language Translators and Their Clients

This is another article in a series that introduce new language translators and clients to preparing the various types of professional communication.  In this article two senior translators introduce readers to letters and memos and reports and proposals.

Letters and memos

In most cases, translators will find that the letters and memos that they translate will be reasonably short documents that range in size from one to two pages. As on certified Houston translator explain, memos are the “pillars” of international business communication, are intended for regular, every day transmissions of facts and details inside a company. Letters, designed to be targeted at company outsiders (customers, brokers, government agencies, etc.), provide an essential public relations purpose as well as convey specific information.

Letters and memos are generally grouped by objective into one of four types: one-to-one requests; ordinary, congratulatory and friendly messages; unpleasant communications; and persuasive appeals. The objective establishes the order or arrangement of details. Style and tone, on the other hand, are influenced by the connection that links the author and intended recipient.

The format for a letter is based on the culture of the business. Memo style is sort of unique. As an example, the body of a memo, particularly a lengthy memo, normally contains titles and bullet points or numbered lists to draw awareness to significant details as well as to present details conveniently to the intended recipients. The importance of opening paragraphs and transitions are often downplayed in a memo since the author and recipient have a familiar frame of reference.

Reports and proposals

These fact-based, unbiased vehicles of communication can be either sent out to insiders or to outsiders, based on the intention and topic. The Milwaukee Translation worker interviewed for this article wrote that reports and proposals come in a range of formats, such as forms, e-mail messages, memorandums, and manuals. In size, reports and proposals can vary from several pages to several hundred pages. Typically, they are bigger than letters and memos, with a greater quantity of specific elements. Reports and proposals are generally more formal than letters and memos. However in reports and proposals, as with all types of professional interaction, the organization, style, and tone depend upon the purpose, on rapport with the author and intended recipient, and on the culture of the business. As a result, the essential structural approach is common for each type.

Translation Workers Must Ensure Quality Formatting

Format is the mechanical arrangement of words on the page: indention, margins, spacing, typeface, headings, page numbering, and division of report sections. Format determines the physical appearance of your report.  In many instances, translators are required to provide mirror translations of the source document that the client provides.

Supplements are parts added to the report proper to make it more accessible. Seattle Translation workers should understand that these parts that include the title page, letter of transmittal, table of contents, and abstract give summary information about the content of the report. The glossary and appendices either provide supporting data or help readers follow certain technical sections. Readers can refer to these supplements or skip them, according to their needs. The works cited page identifies information sources. All supplements are written after you complete your report proper.


Writing and the translation should be impressive in appearance and readability as well as in content. Portland Translation Services companies suggest that the way the translation of a report looks and how it is arranged may be just as important as what it reads. A good format helps you look good and invites the reader’s attention.

No matter how vital your information, a ragtag translation and presentation surely will alienate your client and report readers. They take good format for granted; that is, they hardly notice format unless it is offensive.

Your format is the wrapping on the translation services that you provide. Just as there are many good techniques and styles for wrapping a package, there are many effective formats. In fact, many companies have their own requirements. Here you will study one style, which you may later modify according to your needs.