To create a translation glossary, collect the terms that need consistent treatment, define what each means in your project, and agree on suitable equivalents with the translator for each target language. A useful glossary records context and usage, not just word pairs. That helps translators preserve the intended concept without forcing one translation into every sentence. Terminology is part of professional language work, alongside translation and interpretation.[1]
Choose terms with a reason
Start by scanning the material for names, product features, technical vocabulary, recurring concepts, and words whose meaning could affect a reader’s action. Include terms that must remain unchanged, such as a registered name, as well as terms that should be translated consistently. Do not try to capture every ordinary word; an oversized list becomes difficult to maintain and encourages mechanical choices.
For an original example, a community center is preparing information about “drop-in hours,” a “member,” and a “booking.” Those words may have local meanings in the program. The glossary should capture what the center means by each term, rather than assume that familiar dictionary definitions will fit.
Write context before equivalents
For each entry, record the source term, a plain-language definition, part of speech if it helps, and a sentence showing how it is used. Note any distinctions that matter: Is a “member” anyone registered, or only someone who has paid? Does “booking” refer to a reservation or to the act of reserving? These definitions help a translator choose wording that matches the actual concept.
Then work with a qualified translator to establish the target-language term and any notes about register or grammar. A term can have accepted variants across regions or communities. Record the preferred choice for this project and, when useful, a variant that the audience may encounter. Avoid presenting a project preference as a universal rule for the language.
Record restrictions and exceptions
Some terms must stay in the original form. Others require a particular capitalization, spelling, or explanation on first use. Mark these instructions clearly and explain why they matter. If a term changes meaning across contexts, provide separate entries or usage notes rather than pretending it has one fixed equivalent.
A glossary entry might say: “Drop-in hours: times when visitors may arrive without making an appointment; use the approved target phrase in public notices; do not imply that a place is guaranteed.” This is more actionable than a bare word pair. It captures the concept and prevents a misleading promise.
Make the glossary easy to use
Store the glossary where translators, editors, and reviewers can find the current version. Include a project name, target language or locale, date, and a contact for questions. Give each term one searchable entry and keep notes short enough to scan. If the material is a website or app, keep labels separate from code and content so the text can be adapted and loaded appropriately; internationalization guidance recommends separating localizable elements from source code.[2]
When someone proposes a new term or exception, record the question and decision. If an entry changes, note the reason and identify materials that may need updating. This small change history prevents a later contributor from reviving an outdated choice without knowing why it was replaced.
Try a short glossary exercise
Select one page of draft content and underline recurring terms, names, and words that could affect a reader’s action. For each candidate, ask: Would inconsistency confuse someone? Does the term have a project-specific meaning? Is it likely to recur? If the answer is no to all three, it probably does not need an entry.
Draft definitions in the source language, then review them with the translator before choosing target terms. Test the resulting glossary against two different sentences. If an equivalent works in one sentence but not the other, add a context note or split the entry. Review the list at each content update so it stays useful rather than becoming a collection of unexplained decisions.
