Tools like DeepL are incredible productivity boosters - even the longest, most complicated texts can be translated to perfection in record times if you let them do a first pass and do some proofreading and post-editing afterwards.
But what if there are some types of content that you don’t want to or cannot review before publishing?
For example, our team has transitioned our entire Help Centre, FAQ pages and Customer Support content to be fully and only handled and DeepL and published, and we are confident in the quality of those translations. How do we achieve that? Sometimes the source content also needs some extra care to make sure that it will sound impeccable when translated with the help of AI.
Let's dive into the art of writing copy that both humans and machines can understand.
The Golden Rules of MT-Friendly Writing
1. Keep It Simple, Smarty
Remember that English teacher who always said "one idea per sentence"? She was onto something, especially when it comes to machine translation. Long, winding sentences with multiple clauses are like obstacle courses for MT engines.
Instead of: "While you can save a translation, which is a feature many users appreciate, it's important to note that it will not be stored on your computer, unlike some other applications."
Try: "You can save a translation. The translation will not be stored on your computer."
See how much cleaner that is?
2. Say No to Pronoun Confusion
Pronouns are sneaky little troublemakers in the MT world. What seems obvious to you might leave a translation engine guessing. When in doubt, repeat the noun – your readers will thank you.
The Problem:
"You can save a translation. It will not be stored on your computer."
German output: "Sie können eine Übersetzung speichern. Es wird nicht auf Ihrem Rechner gespeichert." (Oops! The genders don't match up)
The Solution:
"You can save a translation. The translation will not be stored on your computer."
German output: "Sie können eine Übersetzung speichern. Die Übersetzung wird nicht auf Ihrem Rechner gespeichert." (Much better!)
3. Be Clear About Your Verbs
English verbs can be tricky – the same word can be a command or a description depending on context. MT engines aren't mind readers, so help them out.
Confusing: "Disable glossaries" (Is this a title or a command?) Clear: "How to disable glossaries" (Ah, it's instructions!)
This small change can mean the difference between helpful guidance and an accidental command.
4. Don't Break Up the Band
Sentences are like musical phrases – they work best when kept together. Splitting them with bullet points or line breaks can confuse MT engines about the grammatical structure.
Problematic:
Click on Save in order to:
- create a glossary
- save your translationBetter:
Click on Save:
- a glossary will be created
- your translation will be savedThe second version gives each bullet point a complete thought, making translation much smoother.
5. STOP SHOUTING (Seriously)
When you write entire sentences in ALL CAPS, MT engines might think you're using acronyms. This can lead to some pretty hilarious mistakes.
Oops: "WHO RECOMMENDED THIS?" → "DIE WHO HAT DAS EMPFOHLEN?" (The engine thought WHO meant World Health Organization!) Better: "Who recommended this?" → "Wer hat das empfohlen?"
6. Consistency Is Your Best Friend
Pick a term and stick with it. I know, I know – your creative writing teacher taught you to use synonyms to keep things interesting. But MT engines prefer consistency over creativity.
If you call something a "glossary" in the first paragraph, don't switch to "terminology database" later. The engine might think you're talking about two different things.
Pro tip: Create a glossary of your key terms and use it religiously. Your MT engine will love you for it.
7. Spell Out Those Abbreviations
Abbreviations and acronyms are like inside jokes – they only work if everyone's in on it. MT engines often aren't.
Instead of: "Check the FAQ for more info" Try: "Check the frequently asked questions for more information"
Yes, it's longer, but it's also clearer.
8. Punctuation Matters (Really!)
Proper punctuation isn't just about looking professional – it's about helping MT engines understand your sentence structure. Use periods, commas, and dashes correctly, and your translations will be much smoother.
9. Quote Me on This
If you're using quotation marks, be consistent. Pick a style ("these" or 'these') and stick with it throughout your content. And please, please make sure you close every quote you open!
10. Let Technology Handle the Lists
When creating lists, use your word processor's automatic bullet points or numbering instead of typing them manually. Here's why:
Manual numbering gone wrong:
This family includes the following vegetables.
1 parsley
2 onion
3 carrotGerman translation: "1 Petersilie, 2 Zwiebeln, 3 Möhre" (The engine thought "2 onion" meant "2 onions"!)
Automatic formatting:
This family includes the following vegetables:
• parsley
• onion
• carrotGerman translation: "Petersilie, Zwiebel, Möhre" (Perfect!)
11. Spell Out Those Symbols
Resist the urge to use "&" instead of "and" or "@" instead of "at." These shortcuts might save you a few keystrokes, but they can confuse MT engines.
12. Keep the Poetry for Poetry
I love a good metaphor as much as the next person, but MT engines take everything literally. Save the flowery language for your creative writing and stick to plain, clear descriptions for content that will be translated.
Poetic but problematic: "Harold & co. came to the party." Clear and translatable: "Harold and his friends came to the party."
13. Less Is More (When It Comes to Formatting)
Bold, italic, and underlined text can trip up MT engines when they're trying to figure out where to place formatting in the translation. Ask yourself: is this formatting really necessary?
14. Proofread Like Your Reputation Depends on It
Spelling mistakes and grammar errors don't just make you look unprofessional – they can completely derail MT engines. A simple typo can lead to a completely wrong translation.
15. Avoid Generic Fluff
Words like "benefit," "offering," and "solution" might sound professional in English, but they often translate awkwardly. Be specific instead.
Vague: "By subscribing to DeepL Write Pro, you can benefit from extended offerings." Specific: "DeepL Write Pro offers extra features like maximum data security and no character limits."
16. Keep Your Feet on the Ground
Abstract language might sound sophisticated, but MT engines prefer concrete terms.
Abstract: "In order to enrich your glossary..." Concrete: "In order to add terms to your glossary..."
Abstract: "Your freshly edited file..." Concrete: "The file that was just edited..."
The Bottom Line
Writing for machine translation doesn't mean dumbing down your content – it means being crystal clear about what you want to say. Your human readers will appreciate the clarity, and your MT/AI engine will reward you with impeccable translations.
Remember, the goal isn't to write like a robot – it's to write so clearly that even a robot can understand you. And honestly? That's not such a bad writing goal for human readers either.
Happy writing (and translating)!