The Key Steps When Preparing An Outline In Professional Writing

Begin with the Main Thought
The main thought should be placed at the highest point in an organization chart to assist in creating goals and defining the best approach to getting the message across. Most experienced Seattle Translators will say that the main thought should state how you want the intended recipient to react or think and the fundamental way that the intended recipient should react. Each point in the message needs to support this thought or describe its significance.

Express the essential details
In an organization chart, the boxes immediately under the top box characterize the main points, related to the major headings in a typical outline. These represent the “vice presidential” concepts that explain the communication by conveying it in words.

To complete the boxes, San Francisco Vietnamese translation workers recommend that you split the primary thought into manageable pieces. Normally, a writer should attempt to determine three to five key points. If you develop in excess of seven main divisions of thought, start over and search for chances to incorporate a few of the ideas. The main problem is to determine what should be placed inside each box. Occasionally, your options will be relatively clear. However, there are times when you might have many thoughts to review and join together. In these scenarios, you must think of your objective and characteristics of your content.

If your objective is to educate and the content is factual, the groupings are usually indicated by the purpose. They are generally centered on something tangible that a person could imagine or inspect: actions to be carried out, practical units, spatial or chronological relationships, or pieces of a complete object. To illustrate, if you are explaining a procedure, the key supporting factors are nearly unavoidably stages in the procedure. When you find yourself explaining an actual subject, the vice-presidential boxes relate to the elements of the object.

When you need to provide a historical report, each box symbolizes an occasion in the chronological sequence. If your objective is to influence or work together with another person or group, the significant points might be harder to recognize. Rather than counting on a logical sequence or arrangement created by the subject, Certified Translators in Los Angeles say that it is advisable to produce a line of reasoning that verifies your key concept and inspires your readers to take action. The boxes on the organization chart match with the main components in a rational debate. Essentially, the corroborating details are the primary reasons that your readers need to agree with your communication.

Examining Your Client’s Target Audience

When you feel certain that you have a concrete and apparent purpose, it’s recommended that you spend some additional time researching the expected target audience. Here are a few questions that senior Houston Translation Services workers ask: Who will be the target, what are their positions, and what does the target audience want to find out? The responses to these queries reveal important information concerning the content you should address and the best method to present it.

Creating An Audience Description
In case you are contacting a person you or your client knows, it might be a manager in another country or an employee of with a parts supplier, the audience description will be fairly simple. However, in the case your target audience is composed of a crowd of unknown people, you or your client will be required to do some research and apply good judgment to predict their questions.

What is the quantity and makeup of the target audience?
Larger audiences always respond differently than smaller audiences and demand a number of different communication strategies. As an example, if Carrie Clark, a Tampa Certified Translation worker, was delivering a presentation to 400 managers, she will need to restrict the level of audience engagement; answering questions from such a massive audience might become disorderly and unmanageable. If she were composing an article for mass circulation, she could decide on a more conventional approach, design, and structure than she would if the article were targeted at just a few individuals on her team.

At the same time, the bigger the target audience, the greater the variety of educational levels, statuses, and attitudes is likely to be. This implies that professional translators must seek the common denominators that connect the target audience together. Simultaneously, you need to address the specific issues that are important to the audience. The director of sales wants different details regarding the topic than the director of operations or finance wants. You should combine a number of facts that draw from each member of the audience’s particular area of interest.

How To Test The Purpose Of Your Translation Work

As soon as you are aware of your client’s purpose, stop for a minute and think if it is important enough to pursue. Think about these questions:

• Is the objective reasonable? You are unable to perform wonders in a single day. A lot of Miami Translation Services workers avoid change, and when their client’s objective requires a major change in direction or mindset, you will have a significantly better chance for success by going slowly. Rather than recommending your client’s complete plan at one time, think about breaking it up and only suggesting the initial stage. Examine your client’s message as being the introduction of an informative process.

• Is it the ideal occasion? As many experienced Tampa Translation workers know, the right time is essential in sending any correspondence. A concept that seems undesirable when earnings are declining, for instance, might quickly secure approval when earnings rebound. If a business is going through transformations of some type, your client might choose to delay his communication until the corporate climate steadies and people can focus on his recommendations.

• Is the objective best suited individual presenting the message? Despite the fact that your client might have completed all the work on his own, his supervisor might stand a better opportunity of carrying out results as a result of his elevated rank in the company. If this describes the situation, your client may choose to have his supervisor present the message. Accomplishing his goal is far more significant than getting the credit. Eventually, individuals will acknowledge the caliber of your client’s labor. Furthermore, you should remember that some individuals are just far better writers or speakers than other individuals. When the stakes are high and your client is deficient in expertise or self-assurance, your client will want to perform an encouraging role instead of taking the lead.

• Is the objective correct for the business? As your client’s professional Houston translator, you are required to work towards your client’s company objectives. Suppose your client is a customer service manager who answers letters from customers and that he received a truly abusive letter from a non-English speaking customer. Your client’s initial reaction might be to have you fire back an angry reply that defends the organization. But the management may prefer that you regain the customer’s goodwill. Your response should reflect the organization’s priorities.

Writing And Translating Proposals With A Focused Subject And A Worthwhile Purpose

There are a few suggestions that writers and translators of proposals should know and alert their clients to.  One thing to remember is that all proposals should be kept simple and when needed, breakup a single proposal into two or more proposals.  Some of the best advice given in this blog entry came from a San Francisco translation worker who recommended that the writer and translator should never attempt to solve all the world’s problems in a single proposal. He went on to explain that mistakes in a research proposal are made when the author begins before narrowing your subject and purpose. Always try to focus on one specific research question and make your approach original enough to get the reader’s attention and support.

The same advice about narrowing the focus applies to developing sales proposals. Chicago Translation workers suggest that decision-makers want very specific, straight forward suggestions for filling specific needs. By detailing your subject and purpose, you show them immediately that you understand their problem.


To develop a 4-Star housing community in Peru, the U.S. Construction Consortium must clear 100 acres of land and develop an adequate drainage solution. As part of this construction project, U.S. Construction Consortium needs to construct roads, a modern sewer system and electrical and water lines to each property.


Our architectural and construction consortium offers the following preliminary design proposal for the housing community. The design is based on our evaluation of site information, the master plan, and a list of required facilities and their relationships, as well as the projected routes of travel around and through the required spaces. Our building philosophy and design priorities also take into account local building restrictions and possibilities of future expansion.

Notice that the focus here is limited to the preliminary design phase. The actual plans for construction, decor, landscaping, etc., will be the subject of later proposals. This, then, can be called a pre-proposal. If accepted, it will lead to more specific proposals.

Identification of Related Problems

Do not underestimate the complexity of the project. Several Atlanta translation companies encourage writers to identify any problems that readers themselves might not recognize. Only problems that have been fully and clearly defined can possibly be solved. Here is how the architectural proposal treats one such problem:

The U.S. Construction Consortium has expressed a desire for glass walls on the north, east, and south exposures of the main lodge. Although improving the view, glass walls would increase heat loss through thermal conductivity. Concentrated areas of glass (triple-glazed) should be limited to southerly exposures for maximum use of solar energy. For further energy efficiency, exterior walls should be insulated to a value of R-19 or better, and the doors built in an airlock configuration to minimize heat loss.

Realistic Methods

Resist the temptation to propose easy answers to hard questions. Be conservative. Propose only those methods that have a good chance of success. If a certain solution is the best available but still leaves doubt as to its effectiveness.

General Guidelines for Translators

Translators, like other professional writers, must keep in mind the three components of the communication triangle—audience, purpose, and message.  Audience is particularly important, since it determines the vocabulary, the complexity of sentence structure, and the level of expertise to expect of the reader.  The original writer’s purpose is also so crucial that the translator should never lose sight of it.  Keeping all the writing consistent with the purpose focuses the ideas and keeps the translation unified in tone, message, and style.  Finally, the message must be clear and accurate with precise language that is appropriate to the topic, the purpose, and the audience.

The more a San Francisco Translation Services workers knows about the subject of the original document, the easier it will be to find vocabulary that is accurate and appropriate.  Also the translator who is knowledgeable of the topic can understand the implications of meaning that are not clear to the translator who knows little about the topic.  If the translator’s knowledge level is low, he/she should research the topic to gain a basic understanding.  This involves far more than consulting a different dictionary or a dictionary with extensive definitions, although in some cases that may be enough.  More likely, it involves finding enough information about the topic to discuss it with some measure of understanding.  Gaining such knowledge may take some time, but the investment will insure that the translation is accurate and the language is appropriate to the subject.

A San Jose Translation Services professional should also take advantage of other readers to insure the integrity of the translation.  Other readers can confirm whether they have the same understanding of the meaning of the document and whether the vocabulary and sentence structure are effective, appropriate, and correct.  Thus additional readers serve as proofreaders and editors.  Translators who take care to follow these guidelines show their respect for their customers and demonstrate their own high standards of professionalism.

Justifying Global Management Decisions With Letters

Sometimes translation workers are asked by clients to create a message to suggest and justify changes in policy procedures.  Often these reports overlap with proposals but typically require less persuasion, since the “justification” should be obvious.  Houston Translation services workers describe these types of reports as being in a unique class of letters because they are frequently initiated by the writer rather than authorized or requested by the readers. Such reports therefore typically begin with recommendations, rather than ending with them as proposals typically do. This sort of report provides excellent chance for managers in one country to show their initiative and be recognized by their superiors in the home office in another country. They answer this key question for readers: Why should we?

According to Washington D.C. Translation Services workers, justification reports should include specific benefits such as savings in time, increased productivity, better performance, or increased profits. The benefits need not always be tangible. They could include such intangibles as customer goodwill or improved employee morale.

A number of certified translation workers recommend that these types of justification reports should follow a version of this format:

1. Statement of Purpose or Problem: In one or two sentences, make your recommendation and state the possible benefits.
2. Cost and Savings (or Advantages): Don’t explain savings or advantages here; just state what the firm will gain. Save the explanation for the discussion section.
3. Methods or Procedures: Briefly explain how your suggestion can be implemented.  For instance, if people need release time for training work-shops, state how many people are involved, how much release time is required, and how long the sessions will last.
4. Conclusion: List your conclusions here, but save the details for your discussion.
5. Discussion: Provide details, explanations, and the means used to arrive at your conclusions.

The format is flexible, so alter it when necessary to meet the goals of your report.

Seek Clarity Of Purpose In Your Translated Works

Communication and translation for international business thrives on efficiency and clarity of purpose. Pompous, inflated prose is inefficient and often confuses your purpose. When working for a Houston Portuguese Translation company, don’t try to impress people with a big vocabulary. Use language that everyone can understand.

Among novice Indianapolis Spanish Translation workers, problems with inflated diction, pompous prose and flabby expressions aren’t unique to the twentieth century. Such problems have a long history. Aristotle stresses “a good style is first of all clear. The proof is that language which does not convey a clear meaning fails to perform the very function of language.” Aristotle’s common sense, unfortunately, has often been ignored in favor of affected, artificial language.

By the twentieth century, some writing had become so obscure that many of the brightest people of the time denounced verbal excesses. Francis Bacon, for instance, condemned obscure communication as “the first disease of learning”. John Locke, in his Essay Concerning Human Understanding, argued that language has three ends that include:

1. To convey ideas or beliefs to someone else
2. To convey these ideas or beliefs with as much simplicity and speed as feasible
3. To communicate the language of items: “Language is either misused or lacking in the event it neglects one of these three.”

In short, for roughly the past 2400 years, scholars and rhetoricians and Atlanta French Translation workers have stressed the need for clear communications.  The difference between clear and obscure language can be compared to the difference between backpacking and camping in a luxury camper. A backpacker carries everything that’s necessary; as backpackers know; you can be comfortable and see so much more. With a luxury camper, you carry so many unnecessary items that it takes two days to pack-and two days to unpack. You’re stuck in a crowded campground and so weighed down with gadgets (from lawn chairs to televisions and mountain bikes) that moving to a campsite 100 feet away become a major task. You never get to see the sunset from your own private mountain lake or hear the loons calling to one another.