Why consistent language is crucial for user-friendly manuals

When it comes to technical documents, clarity and accuracy are everything. Manuals, user guides, safety instructions and product descriptions need to communicate complex information in a way that leaves zero room for misunderstanding. This is where consistent language use really matters – it's essential both for readers’ understanding and for building trust in your company.

Why consistency matters

Consistent language use is about much more than just grammar or spelling. It’s about using the same terms, phrases and structures throughout your documentation.

Consistent language:

• Improves clarity

• Reduces user mistakes

• Strengthens your brand identity

• Makes translation easier

If your texts lack consistent language, your users will quickly get confused. If you use several different terms for the same object or topic, readers might think you’re talking about separate features. Different linguistic choices between documents can lead to misunderstandings – and, at worst, errors in how someone uses your product.

How to create consistent language in technical documents

Here are four tips to help you write technical documents using consistent language.

1. Terminology

Avoid changing the names of functions, buttons, tools and other features. For example, if you call something a control panel once, don’t switch and start calling it a control module later. This only creates confusion for the user, who won’t know whether you mean two different things or if you've just changed your terminology.

2. Instructions

Give your reader one clear action at a time. Keeping to one instruction per sentence makes it much easier for users to follow along correctly and in the right order. Long sentences with multiple actions increase the risk of misunderstandings and errors.

Not the best approach:

• Turn on the machine and press the start button once you've chosen your programme.

 A better way:

1. Turn on the machine.

2. Select the desired program.

3. Press the start button.

3. Tone of voice

You’ve probably got your own style of communicating. It comes across on your website, in your sales collateral and even internally. Be sure to weave this same tone of voice through your technical documents as well. Consider, for example:

• How do you address your users?

• What’s the tone – formal or more relaxed?

• Do you consider gender and cultural differences?

4. Active or passive voice?

Active voice makes it clear who’s taking action – the user – and keeps your instructions moving forward. Therefore, write consistently in the active voice when preparing instructions and guides. It makes your texts easier to understand. Therefore, write consistently in the active voice when preparing instructions and guides.

Active: Press the green button to start the program. 

Passive: The program is started by pressing the green button.

If, however, it is more common to use passive contructions for instructions in your local language, that's what you should do. This is where our linguistic experts shine! They know when to shift back and forth between active and passive to create texts that fit both your style and the culture where they will be used. Localization at its finest!

How World Translation can help you

At World Translation, we combine your company’s terminology, styleguides and linguistic guidelines with modern technology and a thorough language review. In this way, we ensure that all your texts are translated with consistent language use in every language. The result is documentation that preserves the same terminology, tone and quality — regardless of language, audience or market.

Can we help you ensure consistent manuals in all languages? We have extensive experience translating technical documents, and can craft a solution that fits your needs.

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