In my work as a technical translator I’ve read hundreds of instruction manuals for all kinds of machines, in many different languages. The following pointers will help you produce a clear, concise manual—and save a lot of money on translation and layout.
Write short, simple sentences
Users will understand the content more easily.
Fewer copy-editing mistakes.
The manual is easier to translate.
Translation into other languages is usually cheaper, especially when similar manuals are translated, because CAT tools spot repeated sentences.
Support the text with symbols
Safety and information symbols are extremely helpful, especially in safety sections. Ideally, use the standardized symbols defined by ISO. (The ISO symbol catalog contains roughly four thousand standardized symbols.)
Include plenty of well-referenced illustrations
A picture is worth a thousand words. For many machines, users are much happier with manuals that include clear drawings. For complex equipment you shouldn’t rely on pictures alone, but illustrations are almost always necessary and invaluable.
Use standard terminology for hazard levels
A “note” is not the same as a “warning.” Standards such as ISO 3864 and ANSI Z535.4 define several hazard levels and the wording to use. Even if the standards are not compulsory in your market, following them is best practice.
Automate cross-references
Modern word processors and authoring tools manage internal links and references. Microsoft Word, for example, lets you insert a table of contents that updates automatically when headings change, and it can auto-number figures and cross-references. This saves a lot of time when documents are edited by different people.
Never lose the editable source files
Editable files (Word, InDesign, etc.) are priceless. For updates, the original source is indispensable. All too often we’re asked to translate from a PDF or a scanned copy; that increases costs and the time needed for desktop publishing.
Always include the date and a revision history
This avoids many problems and is essential if your organization is certified to a quality standard such as ISO 9001 or similar.
© 2025 Alejandro Moreno Ramos, www.ingenierotraductor.com