The Importance of Good Communication

The term communication comes from the Latin term, communicare, meaning to share, to have in common. A closely related Latin word, communio (communion, in English), indicates fellowship or having alike. Therefore, from ancient times, communication and related terms including commune, communion, and communicant have been used to signify sharing, partaking, exchanging, and holding in common. Most Houston Spanish Translation workers define professional communication as the flow of valuable information – communications that serve your readers’ requirements, which help allow your precise meaning to be obvious, which allow readers to exchange information with you.

These days, this unique requirement to share or have in common has achieved enormous proportions in the business community. In 1983, for example, the a Washington D.C. translation services firm estimated that United States businesses generated 600 million pages of computer output, 235 million photocopies, and 76 million letters – every working day. Add that volume to the estimated 76 trillion pages on file, and you begin to see the scope of business communications in the 1980s.

Communication is necessary for all professional establishments. On the outside, an organization cannot exist if it does not communicate successfully and efficiently. Philadelphia French translation companies have found that consumers will go somewhere else if they are unable to get their orders filled accurately and promptly, or if they have to squander valuable time attempting to interpret messages.

From within, an organization will self destruct if its personnel are given confusing memos, reports, instructions, or other messages. A misinterpreted memo can create costly delays; a poorly written report can lead to someone’s wrong decision; confusing instructions can cause injury, the destruction of expensive equipment or products, or the loss of an important account.

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.

Writing Reports For International Business Leaders

Translation workers, such as Howard Jennings, an Atlanta Translation Service consultant, are often requested to write or translate reports that present concepts, facts and ideas to decision makers. According to Jennings, “Throughout history, people have used reports for many different purposes.”  Cavemen created reports to describe the optimal hunting areas; generals made us of reports to define the strengths and weaknesses of opposing armies; immigrants came to America after hearing reports about new opportunities. In these examples and countless others, strategic choices were made based on the data contained in reports. In the modern world of business, managers often rely on reports produced by translation workers.  Some examples of reports produced by San Francisco Translation services workers include international weather reports, foreign credit reports, criminal background checks, financial asset and liquidity reports, public policy reports, and import tariff reports before managers make such decisions as investing in a new warehouse in Shanghai, hosting a sales meeting in Syria or opening a new distribution facility in Iran that will service the entire middle east.  And when manager make a poor decision based on erroneous information contained in a report, they become more discerning about whose reports they will take seriously.

In international business, executives, managers, and supervisors often base strategic decisions on research reports. For every long report, countless short reports, often prepared by language translators are presented to help international business people make informed decisions on matters as diverse as the best color of packaging to use or the right gift to give to a foreign diplomat in China.

How Translators Can Make Use Of Diagrams, Photographs, Samples and Maps


Diagrams are sketches or drawings of the parts of an item or the steps in a process.  While there are numerous types of diagrams, a few that Baltimore Translation Services workers use on a regular basis include the following:

  • Diagrams of Mechanical Parts. A mechanism description should be accompanied by diagrams that show its parts and illustrate its operating principle.
  • Exploded Diagrams. Exploded diagrams show how parts of an item are assembled. They often appear in repair or maintenance manuals, or in brochures attached to sales letters showing why or how a product is better than another.
  • Diagrams of Procedures. Diagrams are especially useful for clarifying instructions by illustrating certain steps.


Photographs provide an accurate overall view, but they can sometimes be too “busy.” By showing all details as more or less equal, a photograph sometimes fails to emphasize important areas.

Miami Translation Services recommend the use of photographs that are distinct, well focused, and uncluttered. For a complex mechanism, you probably should rely on diagrams instead, unless you intend simply to show an overall view, as is often done in sales brochures.  Lend a sense of scale by including a person or a familiar object in your photo.


Sometimes, Philadelphia Translation companies produce reports and sales letters that discusses certain materials, such as clothing fabrics, types of paper, or paint colors, you might include actual samples. The same holds true if you’re discussing new business forms, contracts, brochures. or such. For items like fabrics and paints, glue or paste a small sample – titled and numbered – to your report page.


Maps are excellent for illustrating areas of growth, population densities, natural resources, flight or transportation routes.

The Use of Graphs By Translation Workers

As a language translation worker, you may be asked to produce reports that contain various charts and graphs.  Today, Houston Translation Services workers are experienced in using Microsoft Excel to generate a wide range of reports for representing and displaying data.

One of the first steps in developing a graph is by plotting a set of points on a coordinate system. A graph provides a picture of the relationship between two variables and shows a comparison, a change over time, or a trend. When a Legal Translation worker decides to use a graph, they should choose the best type for your purpose: bar or line graph.

Bar Graphs. Bar graphs, illustrate comparisons. In each case, the visual impact of the bar graph makes it

How desktop computers are used

Word processing vendors and office automation overseers take note: desktop computers are used in many ways, but the single most popular application is word processing. Survey results reported by International Data Corporation indicate that two-thirds of all desktop computers used for business or professional purposes run word processing software. Financial analysis is second most popular. Implication: desktop computers cannot be ignored in plotting corporate office automation strategy.

a clear choice over a prose or tabular version. Percentage figures are sometimes recorded above each bar to increase clarity. The scale in a bar graph is crucial. Try different scales until your graph represents all quantities in accurate proportions. In addition, bar graphs are effective using either vertical or horizontal scales.

A bar graph can also contain multiple bars (up to three) at each major point on the horizontal line. In a multiple-bar graph, include a legend to explain the meaning of the various bars. Another common graph is the segmented, or component, bar graph, which breaks down each bar into its components. When an French Translation Atlanta worker is creating  graphs by hand, use graph paper so the lines and increments will be evenly spaced. Begin a bar graph directly on the horizontal or vertical line. To express negative values on a vertical scale, extend the vertical lines below the horizontal, following the same incremental division as above it, only in negative values. Make all bars the same width so as not to mislead readers about relative values.

Line or Curve Graphs. Whereas a bar graph provides units of measurement for visual comparison, a line graph charts trends, over time. Unlike a bar graph, which begins on the horizontal or vertical line, a line graph can begin at any intersection on the coordinate grid. Select a readable scale and stipulate the units of measurement, for example, cost in thousands.

A line graph is particularly useful for comparing trends or changes among two or three related dependent variables. These pictorial data give an instant overview of daily shopping patterns in various locations. In this kind of multiple-line graph, your choice of scale is crucial. Distortions can be seen if the scale is either too large or too narrow.