Last week, we discussed how important it is to have a bilingual revision of every translation done by your nonprofit. Another vital aspect of the editing process is proofreading.
In many small translation teams, the proofreader also does formatting. Your formatter/proofreader will focus on two quality aspects: Readability (easy to read) and Conformity (respect of language standards).
In regard to formatting, the first principle is that the page layout should be clear and easy to read. The font size should be large enough to read comfortably, and the margins should be a reasonable size (standard size is 1 inch or 2.5 cm). Also, avoid too many different colours or script fonts that are hard to decipher.
The second principle is that readers need landmarks to guide them through the document. The first way to do this is by inserting page numbers, usually at the bottom of each page. And there should be headings and subheadings to identify different sections. There could also be images, diagrams or charts to emphasize certain points.
The third principle is consistency, which helps make the translation easy to follow. The colours should be consistent: usually most of the text should be a dark colour, and one or two brighter colours may be used for headlines or emphasis. The fonts should be consistent: generally one simple font for the main text (Times New Roman is a good standard font), and one more attractive headline font.
Regarding proofreading, a good practice is to use a spelling and grammar corrector before beginning the formatting of the document, especially if it will be copied into another software for formatting. Even though the translator and reviser(s) may have already checked spelling and grammar, this gives the opportunity to ensure consistency of style — for example, capitals, spaces, terminology, etc.
After the formatting is complete, I strongly recommend that the final proofreading be done on a paper copy of the document. For some reason, mistakes are more easily recognizable on paper than on a screen. If the proofreader does not have access to a printer, an alternative is to zoom in, to make the document as large as possible on the screen. This will make it easier to notice typos.
Next week, we’ll discuss the importance of stylistic revision for certain levels of translated documents. Stay tuned!
Have a great day!
Liane 🙂
