In international retail chains there is a continuous flow of documents between the headquarters and the local organisation. Supplier contracts, product information and operations manuals are translated regularly. In this flow the stability of product names and process terms ensures consistency across thousands of store items.
Supplier framework agreements
Chains sign framework agreements with suppliers, and the products are listed in the annexes. The annexed lists are part of the contract. The structure is preserved.
Annexes on commercial terms
Discounts, bonuses and payment terms are defined in separate annexes. Item names are translated consistently. Amounts stay in their own fields.
Product information files
The name, the contents and the image information are kept for every product and feed all channels. The field structure is preserved. Consistency is critical.
Shelf label texts
The label area is limited, and the product name may have to be abbreviated. The abbreviation rule is defined. The mandatory information is preserved.
Product naming rules
The chain has its own naming convention, and it is used identically in all channels. The rule is obtained at the start of the job. It is applied consistently.
Category structures
Products are placed in a category tree, and the category names are fixed. The names are kept in the terminology list. Changes are tracked.
Barcodes and product codes
Every product is identified by a code, and the code is shared across all systems. The codes are not translated. The format is preserved.
Store operations manuals
The processes are defined step by step and used in staff training. The order of the steps is preserved. The language is kept plain.
Checkout and payment processes
Checkout operations are defined in detailed instructions and include error situations. The steps are carried over in full. Consistency with the screen texts is ensured.
Stock and stocktaking instructions
Stocktaking is carried out periodically, and record forms are used. The form fields are translated. The structure is preserved.
Returns and exchange policies
Consumer rights vary from country to country, and the policy texts comply with them. Time limits and conditions are carried over exactly. No interpretation is added.
Promotional communication texts
The conditions of a promotion are communicated to the consumer clearly and must not be misleading. Conditional sentences are not shortened. Small-print notes are preserved.
Price display rules
How prices are to be displayed is subject to regulation, and the display of discounts follows rules. The wording is preserved. Amounts stay in their own fields.
Visual and signage texts
The texts in in-store visuals have limited space and are translated in a separate list. The limit is notified. Consistency is preserved.
Supplier audit documents
Chains audit their suppliers and issue a report of findings. The classification is fixed. Closure is tracked.
Product recall processes
A recall instruction is issued for defective products, and it carries urgency. The text is carried over clearly and in full. The steps are preserved.
Staff training materials
The training content is a mixture of visuals and text and is shared across all stores. The terminology list is shared. Continuity is ensured.
The costliest mistake in this sector
If a condition of a promotion drops out in translation, the consumer is offered an unconditional promise, and this may count as a misleading commercial practice. Even if the main message has been translated correctly, the missing condition is enough. Conditional sentences are checked separately.