Guidance For Word Choice

Nouns

Be clear and specific. Avoid ambiguities or phrases that can be interpreted in multiple ways.

	Don’t say	Say
English	Enter your number	Enter your phone number
Spanish	Ingrese su número	Ingrese su número de teléfono

Use common words your audience will understand. Specialized vocabulary excludes many readers. Know your audience, and identify where you can replace specialized terms with simpler words.

	Specialized Vocabulary	Common vocabulary
English	If the best option is to use jargon because any other term risks losing the precise meaning, explain the concepts the first time the word is used.	If the best option is to use specialized vocabulary because any other term risks losing the precise meaning, explain the concepts the first time the word is used.
Spanish	Si la mejor opción es utilizar la jerga porque cualquier otro término perdería precisión en su significado, explique los conceptos la primera vez que los use.	Si la mejor opción es usar vocabulario especializado porque cualquier otro término perdería precisión en su significado, explique los conceptos la primera vez que los use.
English	I may receive sanctions if benefits are improperly paid as a result of providing fraudulent information.	I may be fined if benefits are improperly paid if I provide false information.
Spanish	Puedo recibir puniciones si los beneficios se pagan indebidamente como resultado de proporcionar información fraudulenta.	Puedo recibir multas si los beneficios se pagan indebidamente si doy información falsa.

Specialized Vocabulary

If specialized vocabulary must be used for compliance or other reasons, define it using common words when possible:

• Provide definitions where they are critical for readers to understand the action to take next.

• Use definitions a non-expert would understand.

• Provide a glossary of terms that is easy for users to find, as UI systems involve many specialized terms.

	Specialized term	Definition
English	Maximum benefit amount*	The total amount of benefits you may get during a benefit year.
Spanish	Cantidad máxima del beneficio	Translation TBD pending usability testing

Visit The UI Lexicon to find a full list of plain language definitions for common unemployment insurance terms, produced by the Office of UI Modernization at the U.S. Department of Labor.

Helper Text

Use helper text to educate users when clarification is needed. Provide contextual copy to explain concepts like legal terms, UI jargon (e.g. "able & available"), or words that don't directly translate to Spanish.

For example:

• Suffixes like "Jr." are common in English but not Spanish names. Explain that users should enter their name, including any suffixes, as they appear on their government ID.

• For U.S.-specific programs like Paid Family and Medical Leave, provide explanatory details since these programs will likely be unfamiliar to many users, especially those who are new to the country. Assume no prior knowledge and educate through helper text.

	Topic	Helper text examples
English	Disability	For Unemployment Insurance, "disabled person" is defined by any of the following cases: A doctor certifies that you cannot work for a physical or mental illness, pregnancy, or postpartum recovery, You receive or requested benefits for temporary disability (Disability Payments), You receive or requested payments for Workers’ Compensation
Spanish	Incapacidad	Para el Seguro de Desempleo, “persona incapacitada” se define por alguno de los siguientes casos: Un/a médico/a certifica que usted no puede trabajar por una enfermedad física o mental, embarazo, o recuperación posparto, Usted recibe o solicitó beneficios por incapacidad temporal (temporary disability payments), Usted recibe o solicitó pagos por compensación laboral (workers’ compensation)
English	Paid Family and Medical Leave Program	The State of XXXX Paid Family and Medical Leave Program could cover one or more of these cases: Pregnancy and recovery from childbirth Caregiving Bonding with a new child Recovering domestic violence victims/survivors and their caregivers
Spanish	Programa de licencia para familias	El programa de licencia para familias del Estado de XXXX podría cubrir uno o más de estos casos: Embarazo y recuperación post-parto Cuidado diario de familiares Nuevo vínculo con un menor en la familia Recuperación de víctimas/sobrevivientes de violencia doméstica y sus cuidadores

Pronouns - Usted, Tú, and Vos

In Spanish, there are three ways to say "you" - “usted”, "tú", "vos." This can be confusing for English speakers. The right pronoun to use depends on the level of formality and the region.

Usted

• Use "usted" when you want to be polite and formal. It works for everyone. You can't go wrong with "usted"!

• In writing, "usted" is the most common "you." But consider your reader - "tú" or "vos" may be better for young people.

• To say the plural "you," use "ustedes" for all people.

Tú and Vos

• “Tú” and “vos” are more casual

• “Tú” is common in Colombia, Cuba, Ecuador, Panama, Peru, and Venezuela. Its plurals are “vosotras” (female) and “vosotros” (male).

• “Vos” is more common in Argentina, Costa Rica, El Salvador, Guatemala, Honduras, Nicaragua, and Paraguay. Its plural is “ustedes.”

In summary, there is no wrong choice! Ask what the person prefers, or consider the relevant characteristics of your audience. When in doubt, use "usted."

Verbs - Active Voice

Use active voice and avoid third person when possible. This makes it clear who needs to take action. Passive voice and third person create distance and ambiguity.

	Don’t say	Say
English	The form must be completed.	Complete the form.
Spanish	El formulario debe ser completado.	Complete el formulario.
English	Claims must be submitted before the end of the month.	Submit your claim before the end of the month.
Spanish	Los reclamos deben ser enviados antes de fin de mes.	Envíe su reclamo antes de fin de mes.

See the Federal Plain Language Guidelines by PLAIN for more examples of how to use active voice effectively.

Cognates

When translating content from English to Spanish, leverage cognates to improve comprehension. Cognates are words that look and sound similar in both languages while sharing the same meaning. For instance, words like "family" and "familia" have the same Latin roots. Cognate words also tend to have similar length and cadence in both languages.

When translating UI content, writers should identify and use cognate words where appropriate. Using cognate pairs helps keep the English and Spanish versions aligned more closely. This aids comprehension and retention for bilingual English and Spanish-speaking audiences.

Cognates in English	Cognates in Spanish
Application process	Proceso de aplicación
Calculate	Calcular
Employment	Empleo
Form	Formulario
Organization	Organización
Terminate	Terminar

⚠️ Watch out for "false cognates" - words that sound similar but have different meanings in English and Spanish.

False cognates in English	False cognates in Spanish
Actual	Actual (means “current”)
Contest	Contestar (means “to answer”)
Exit	Éxito (means “success”)
Lecture	Lectura (means “reading”)
Parent	Pariente (means “relative”)

Words In English

In some cases, including the English word alongside the Spanish translation can aid comprehension. This is helpful when:

• Users may only know certain keywords in English if used primarily in English-dominant contexts.

• Bilingual users in the U.S. may not recognize some specialized terms in Spanish (e.g. "indemnización" meaning "severance").

⚠️ The Spanish word “despedido/a"can be confusing as it can be translated to either "fired" or "laid off."

To avoid confusion:

• Use "Despedido/a con causa" to mean "fired". This conveys "dismissed with cause."

• Use "Despedido/a sin causa" for "laid off". This means "dismissed without cause."

• Include the English word alongside each Spanish phrase for extra clarity

English	Spanish
Why were you fired, discharged, or suspended?	¿Por qué fue despedido/a con causa (fired) o suspendido/a?
Why were you laid off?	¿Por qué fue despedido/a sin causa (laid off)?
Severance pay is payment you receive due to policy, contract, or other note about your job ending.	Los pagos por despido (severance pay) son pagos que usted recibe por una póliza, contrato, o similar, al terminar su trabajo.

There are also some words that are best left in English rather than using Spanish translations, especially for those living in the U.S.

Examples to leave in English:

• Call center

• Full-time

• Part-time

• Online

• The name of the states of the United States. For example “New Jersey” instead of “Nueva Jersey”

Use Fewer Words

Using fewer and shorter words makes text easier to read. It also aids translation, as Spanish content tends to be longer. Here are some tips:

		Don’t say	Say
Use shorter synonyms	English	Utilize	Use
	Spanish	Utilizar	Usar
Limit adjectives	English	Is able to	Can
	Spanish	Es capaz de	Puede
	English	A significant number of…	Several, many, enough
	Spanish	Número important de…	Varios, pocos, bastantes
Avoid repetitions	English	Bring your passport so we can check the visa in your passport.	Bring your passport so we can check your visa.
	Spanish	Traiga su pasaporte para verificar la visa en su pasaporte	Traiga su pasaporte para verificar su visa.
	English	The X Agency and the Y Agency worked together on a joint project to improve…	The X and Y Agencies worked together on a project to improve…
	Spanish	La Agencia X y la Agencia Y trabajaron juntas en un proyecto conjunto para mejorar…	Las Agencias X e Y trabajaron juntas en un proyecto para mejorar…
Avoid unnecessary words	English	These sections describe types of information that would satisfy the application requirements for this grant program.	These sections tell you how to meet the requirements for this grant program.
	Spanish	Estas secciones describen tipos de información que cumplirían con los requisitos de solicitud para este programa de subvenciones.	Estas secciones le indican cómo cumplir con los requisitos para este programa de subsidio.

Titles and Subtitles

Use descriptive titles that clearly communicate the content that follows. This helps orient the user and reduces cognitive load for people who may already feel stressed when seeking UI benefits.

Recommendations:

• Keep titles short yet descriptive. Overly long titles can be confusing and difficult to read on small screens or mobile devices.

• Add explanatory subtitles to break up long sections of content. Subtitles can split lengthy forms into smaller chunks of fields or questions, or segment dense blocks of text on web pages into more digestible components. This makes it easier for users to focus on each piece of content.

	Non-descriptive title	Descriptive title
English	Plain Language	Writing Plain Language
Spanish	Lenguaje Simple	Escribiendo en Lenguaje Simple
English	Application Form	Unemployment Insurance Application Form
Spanish	Formulario de solicitud	Formulario de solicitud del Seguro de Desempleo