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Translation and Accessibility

Translation

SPIE serves users in hundreds of countries and territories, not just the United States. As our user base grows, it becomes more and more important that our content is accessible to people around the world.

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Try to write content in standard, straightforward English that can be understood by users with limited English proficiency.

 

Here are some guiding principles for writing for international audiences:

  • Use active voice. We always aim for this, but it's especially important when writing for translation.

  • Use the subject-verb-object sentence structure. It’s not used by all languages, but it’s widely recognized.

  • Use positive words when talking about positive situations. For example, because a question like “Don’t you think she did a great job?” begins with a negative word, a non-native English speaker may interpret its implication as negative. A better version would be “She did a good job, right?”

  • Prioritize clarity. Keep your copy brief, but don’t sacrifice clarity for brevity.

  • Words and mechanics to avoid:

    • Slang, idioms, and clichés

    • Shortened words, even if they’re common in English (use “application,” not “app”)

    • Uncommon foreign words (use "genuine,” not “bona fide”)

    • Unnecessary abbreviations (use "for example,” not “e.g.”)

    • Non-standard or indirect verb usage (use “he says,” not “he’s like” or “he was all”)

    • Double negatives

Accessibility

Basics

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We write for a diverse audience of readers who all interact with our content in different ways. We aim to make our content accessible to anyone using a screen reader, keyboard navigation, or Braille interface, and to users of all cognitive capabilities.

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As you write, consider the following:

  • Would this language make sense to someone who doesn’t work here?

  • Could someone quickly scan this document and understand the material?

  • If someone can’t see the colors, images or video, is the message still clear?

  • Is the markup clean and structured?

  • Mobile devices with accessibility features are increasingly becoming core communication tools, does this work well on them?

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Guidelines

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Avoid directional language that requires the reader to see the layout or design of the page. This is helpful for many reasons, including layout changes on mobile.

  • Do: “Select from these options,” (with the steps listed after the title)

  • Don't: “Select from the options in the right sidebar.”

 

Use headers that are nested and consecutive. Never skip a header level for styling reasons. To help group sections, be sure the page title is H1, top-level sections are H2s, and subsequent inside those are H3 and beyond. Avoid excessive nesting.

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Employ a hierarchy and put the most important information first. Place similar topics in the same paragraph, and clearly separate different topics with headings. This improves scannability and encourages better understanding.

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Use descriptive links. Links should provide information on the associated action or destination. Try to avoid “click here” or “learn more.”

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Use plain language. As noted above, write short sentences and use familiar words. Avoid jargon and slang. If you need to use an abbreviation or acronym that people may not understand, explain what it means on first reference.

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Use alt text, which is the most basic form of image description, and it should be included on all images. The language will depend on the purpose of the image:

  • If it’s a creative photo or supports a story, describe the image in detail in a brief caption.

  • If the image is serving a specific function, describe what’s inside the image in detail. People who don’t see the image should come away with the same information as if they had.

  • If you’re sharing a chart or graph, include the data in the alt text so people have all the important information.

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Closed captioning or transcripts should be available for all videos. The information presented in videos should also be available in other formats.

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Be mindful of visual elements. Aim for high contrast between your font and background colors. Images should not be the only method of communication, because images may not load or may not be seen. Avoid using images when the same information could be communicated in writing.

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