Some concepts in corporate documents have no direct equivalent in the target country. In that case writing the closest counterpart offers the reader an equivalence that does not exist and may lead to wrong decisions. The right solution is to leave the concept as it is and place a measured explanation beside it.
When a note is needed
When an institution, a document type or a legal concept does not exist in the target country, it is introduced instead of an equivalent being sought. A forced equivalent creates a false expectation of equivalence in the reader. The note prevents this expectation from the outset.
Limits of the note
An explanatory note gives information but makes no assessment and draws no conclusion. Adding comment turns the translation into an opinion document and shifts the responsibility. The limit is always kept.
Form of the note
Notes are given in a distinct form such as square brackets or a footnote and are set apart from the original text. A note mixed into the text reads as if it were written in the document. The form stays the same throughout the file.
Length of the note
The note contains the shortest information the reader needs in order to recognise the concept. Long explanations smother the text and draw attention away from the actual content. The measure is set from the outset.
Names of institutions
The name of a foreign institution is carried over, and what kind of institution it is may be written briefly beside it. This information lets the reader build the context. No assessment is made of the institution's powers.
Document types
If a document type has no equivalent in the target country, its original name is kept and its function is introduced. Introducing the function is not a claim of equivalence. The two things are not confused.
Legal concepts
Legal concepts are specific to a country, and concepts that look similar have different consequences. In this area looking for an equivalent is the riskiest choice. The original term is kept and introduced.
Units of measurement and currency
Units are not converted, but if the reader does not know them a short introduction may be added. Conversion is a calculation and is not within the scope of translation. The distinction is kept clear.
Abbreviations
Unknown abbreviations are expanded where they first occur, and the expansion is given in brackets. The abbreviation itself is kept because it occurs in that form in the rest of the document. The two forms stand together.
Differences of date and calendar
Dates written according to a different calendar are not converted; a note is added if necessary. Conversion requires calculation and carries a risk of error. The spelling in the document prevails.
Noting missing information
Illegible fields or fields left blank also need a note, because passing over them in silence hides the gap. These notes are written with a single uniform phrase. Consistency gives the reader confidence.
Noting contradictions
Inconsistencies within the document are reported as a note but are not corrected. To correct them would be to present a state that is not in the document. The decision is left to the recipient.
Gathering the notes
All notes may additionally be gathered in a list and given together with the delivery. The list shows at a glance the points the reader should pay attention to. This practice is preferred in corporate jobs.
What the number of notes means
A large number of notes shows that the document is either complex or problematic. This is an observation and is shared with the client. The observation contains no judgement.
The client's preference
Some recipients do not want notes and ask for plain text only; this preference is asked about at the outset. If there is such a preference, the notes are gathered in a separate document. The decision is kept in writing.
Translating the note
Notes are written in the target language because their reader is the party on the target-language side. A note left in the source language serves no purpose. The choice of language is applied consistently.
Delivery check
Before delivery all notes are reviewed and it is checked whether they contain comment. A note that oversteps the limit damages the neutrality of the translation. The check is not skipped.