A well-written text saves you money

A standardized writing style and consistent use of expressions are basic requirements, particularly in technical documentation. There is also general consensus on this issue in the industry. However, it is also often said that a text can still retain clarity, even if varied expressions used, and repetitions are avoided. Indeed, if too much emphasis were to be placed on the standardized use of words and expressions, a text could eventually become tedious.

This may be true in certain cases. After all, both "Press the button to activate the function" and "Activate the function by pressing the button" are easily understood. However, one decisive argument in favour of a uniform writing style is that variations of the same sentence significantly increase translation costs. The difference that this makes is shown in the example below. 

Comparison of translation costs

Where 5 variations of the same sentence are provided, translating this information into 20 languages costs an estimated 210 EUR (70 words x 0.15 EUR x 20 languages).

• Please contact our maintenance service if the pressure in the hydraulics system rises to over 6 bar.
• If the pressure in the hydraulics system has risen to over 6 bar, the user should contact the maintenance service.
• If the pressure in the hydraulics system rises to over 6 bar, the user must contact the repair service.
• If p > 6 bar => notify the maintenance hotline
• Take advantage of our competent maintenance service in the case of fluctuations in pressure in the hydraulics system.

Where only 1 version of the same sentence is provided, translating this information into 20 languages costs an estimated 39 EUR (13 words x 0.15 EUR x 20 languages).

• If the pressure in the hydraulics system rises to over 6 bar:
  contact the repair service.

This (slightly exaggerated) example clearly demonstrates that simple economics strongly advocates a consistent and standardized writing style.

There are various software systems on the market that support authors in achieving this kind of consistency. An introduction is provided in the presentation "Autorenunterstützung – Warum?" by Ulrich Schmidt (available in German only). Further information on the [i]-match system developed by itl is provided under www.itl.eu/i-match.html.