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This is a plain language and translation toolkit with three focus areas:
The section on Writing Inclusive Spanish highlights writing tactics grounded in bias-free language.
The section on Writing Plain Spanish includes tips on translating plain English to plain Spanish.
The section on Designing Reader-Friendly Content for Spanish Speakers provides best practices for visually organizing information on a screen.
We’ve also produced a Plain Spanish Glossary of Unemployment Insurance Terms to use as a quick reference or as a data source for machine learning translation algorithms.
Visit Spanish Language Style Guides and Glossaries on Digital.gov to find more resources for improving how the government communicates with the public in Spanish.
In preparing the recommendations in this guide, we considered what constitutes an appropriate voice and tone for UI communications.
“Voice” conveys your agency’s personality and values. We recommend using a voice that conveys empathy, inclusivity, and respect when communicating with Spanish-speaking audiences.
Empathetic: Acknowledge that this can be a stressful time. Use a caring and trauma-informed tone.
Inclusive: Welcome all readers equally. Avoid assumptions and use neutral terms like "people" and "workers." Also, restrain from using gendered pronouns and age-related descriptions.
Respectful: Aim to be authoritative yet friendly. Be kind and use polite language. Make sure that the information and resources you provide are accurate, reliable, and consistent to build trust.
Adapt your "tone" depending on the situation, topic, medium, and audience. Key elements for an appropriate tone for UI may include:
Educational: Most readers are new to this information. Use examples to explain complex terminology.
Friendly: Use a conversational tone and welcoming words.
Instructive: Be clear and direct – get to the point and use action-oriented language. Draft content that is easy to understand at an 8th-grade reading level.
Motivational: Explain the "why" behind instructions to encourage action.
Last updated: September 29, 2023
This Spanish translation guide provides practical guidelines and resources to help public servants improve Spanish translations for unemployment insurance (UI) content. Created through a partnership between U.S. Digital Response (USDR) and the New Jersey Department of Labor (NJDOL), this guide offers strategies and best practices for writing clear, inclusive Spanish tailored to the needs of UI claimants. Our goal is to increase accessibility and build trust with the over 20 million workers in the U.S. whose primary language is Spanish.
This guide was created to help workforce agency administrators and staff produce high-quality Spanish translations for all forms of communication with Spanish-speaking UI claimants. While the guide focuses primarily on digital content, the tips also apply to print materials and verbal communication.
This guide is for anyone involved in or interested in improving the user experience for Spanish-speaking claimants through plain language communication. You might use this guide if you are an adjudicator, call center agent, communications administrator, compliance officer, content administrator, designer, developer, educator, legal aid provider, policy administrator, researcher, social worker, translator, or in a role focused on accessibility.
Unemployment insurance systems are often difficult to navigate, with content written in legalese that is difficult for the average claimant to understand. For claimants whose primary language is not English, this challenge can feel insurmountable without proper translation support.
The need for improving the quality of Spanish translations is clear when looking at key challenges:
The United States has over 42 million Spanish speakers from diverse regions, each with distinct vocabularies. Most existing Spanish translations do not reflect this diversity and may exclude many Spanish speakers.
Translations of public-facing government services are often not plain or simple.
Translations tend to have errors, either from a lack of native speakers or reliance on unchecked machine translation.
Unclear wording can lead to people providing incomplete or incorrect information. This results in delayed benefits, denials, or even repayment directives for benefits they qualify for.
Poor translations decrease user satisfaction and trust while increasing disparities in benefits access.
This guide was created using an inclusive, human-centered design process. We focused on uplifting and learning from Spanish-speaking communities by conducting usability testing with a diverse group of native Spanish speakers to develop translations for a new UI claimant intake form. The insights from this research, along with expertise from the NJDOL's bilingual call center team, directly informed the recommendations in this guide.
Our goal is to improve UI communications and better serve Spanish-speaking workers. In pursuing this goal, we grappled with some key questions: What happens when plain English is translated into another language? How do we maintain a human-centered approach and achieve human-centered results across different cultures and vocabularies? How is equity expressed?
Translation inherently involves conversion—a complex shift. This approach views translation not just as word conversion, but as an opportunity to enrich our understanding of claimants’ lived experiences. By putting inclusive design into action and centering Spanish-speaking users, we aim to increase access, build trust, and advance equity in public services. The strategies in this guide provide ways to effectively translate plain English into plain Spanish, converting “the plain” to “lo simple.”
We’d love to hear from you! Send feedback and suggestions to:
Spanish is the official language in 21 countries, primarily spoken in South and Central America and Spain, with significant use also in parts of Africa and Asia. With over 577 million people worldwide speaking Spanish as their first or second language, it is no surprise that the language varies across regions.
In the United States, nearly 18% of the population speaks Spanish, and this segment is rapidly growing. Even though Spanish speakers can understand each other across dialects, words and terms often differ. Conducting user testing helps determine which terms will be most universally understood.
Providing synonyms and alternative vocabulary ensures content resonates with users from different countries and age groups. Below are some words for which we suggest including synonyms in Spanish, based on user testing—for some of those cases we recommend including the word in English.
See our comprehensive list of recommended synonyms in our Plain Spanish Glossary of Unemployment Insurance Terms.
Spanish pronouns, nouns, and adjectives are gendered as female or male, usually ending with “A” for female and with “O” or “E” for male.
Gendered grammar can reinforce biases. If we say “doctores” (male) and “niñeras” (female), we are reinforcing the assumption that, by default, all doctors are men and all nannies are women.
Today there are new ways to be more inclusive in Spanish, such as saying “les niñes” instead of “los niños.” However, this particular usage is not yet widespread. Until this approach is more widely adopted, we do not recommend using this format in government communications with Spanish speakers.
We recommend the following approaches, in order of preference:
Learn more about gender-inclusive communication in Spanish from (Re)Nombrar, created by the Ministry of Women, Gender and Diversity of Argentina.
Labeling someone by a disease or disability can feel dehumanizing. Use language that upholds dignity.
When discussing disability in both in English and Spanish:
Focus on the person first, not the disability.
Say "a person with a disability" rather than "disabled person."
In Spanish, say “tiene una discapacidad” (has a disability) rather than “es discapacitado/a” (is disabled).
Use impartial, non-judgmental language.
Indicate that someone “has multiple sclerosis”, not that they “suffer from multiple sclerosis.”
Use terms like “accessible parking” instead of “handicapped parking” and “accessible restroom” instead of “disabled restroom.”
Specify a disability only if relevant. Avoid generalizations.
Avoid stigmatizing terms related to disability or mental health (e.g. crazy, dumb, lame, insane, or stupid) or sensory issues (e.g. blind spot or tone deaf).
Ask individuals and groups directly about preferred terminology, as language evolves.
Use "incapacidad laboral" when discussing workers' inability to work as a result of a physical or mental illness.
The distinction matters. "Incapacidad laboral" focuses on impacts in a work context. Using the right term avoids incorrect assumptions that a disability inherently precludes working.
This table shows the definitions according to Real Academia Española.
Refer to "people" or "the public" when discussing government services.
Be specific about groups without stereotyping (even stereotypes that may appear to be positive). Avoid imagery or language reinforcing stereotypes. For example:
Use “people who need healthcare” or “people who need to access government services online”.
Avoid the term nonwhite, or other terms that treat whiteness as a default.
Use adjectives, not nouns, for race or ethnicity. For example, a “Hispanic person” not “a Hispanic.”
Instead, we use positive framing, such as "primary Spanish speaker" or "people whose primary language is other than English" (PLOE)—a term coined by language access researcher Dani Carillo.
Visit this American Psychological Association (APA) Style Guide to learn more about Bias-Free Language.
Avoid idioms and figurative phrases that may not translate literally into Spanish. Idiomatic expressions like "it's raining cats and dogs" can seem confusing or nonsensical when translated word-for-word.
In general, plain language writing should:
Use simple, common words and sentences
Avoid unnecessary words and jargon
Present information in a logical order
Focus on the audience's needs
Have a conversational tone
Adhere to web accessibility standards
Consider what devices people may be using to view the content
When writing UI content, consider the target audience's vocabulary, education level, and situation. The goal is not to write in elementary terms, but rather use language appropriate for the readers.
In addition to the principles listed above, UI content should aid comprehension and guide users to take the desired action. To do this effectively it should::
Aim for an 8th-grade reading level
Maintain consistent terminology
Favor short, clear sentences
Use informative headers to structure content
Explain concepts directly to readers
Make text scannable with bullet points, bolding, etc.
Use active voice and action verbs for calls to action
Maintain an objective, yet empathetic tone
The following sections are organized from simple to complex: First, we focus on words — the building blocks of communication. Then we move on to sentences and paragraphs, followed by guidance on capitalization and punctuation at the end.
Be clear and specific. Avoid ambiguities or phrases that can be interpreted in multiple ways.
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.
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.
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.
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."
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.
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.
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").
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
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”
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:
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.
Word in English | Words in Spanish |
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English | Spanish |
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Gender-specific (don’t say) | Gender inclusive (say) | |
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Don’t say | Say | |
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A common mistake in Spanish is to use the words “incapacidad” and “discapacidad” interchangeably when these words have different meanings. "Incapacidad" translates to an inability or lack of capability. "Discapacidad" translates to a disability.
English | Spanish | |
---|---|---|
Don’t say | Say | |
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Don’t say | Say | |
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You may have noticed we avoid phrases that frame people who need language access as deficient. For example, we avoid terms like "limited English proficiency" or "non-English speaker." Similarly, "English as a second language (ESL)" has negative connotations, especially for young people in the U.S. school system.
"Plain language makes it easier for the public to read, understand, and use government communications."
This guidance follows , with additional considerations for Spanish grammatical styles and cultural norms.
Learn more about the U.S. Department of Labor’s recommended approach to plain language for unemployment insurance on their .
Don’t say | Say |
---|
Specialized Vocabulary | Common vocabulary |
---|
Specialized term | Definition |
---|
Visit 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.
Topic | Helper text examples |
---|
Don’t say | Say |
---|
See the for more examples of how to use active voice effectively.
Cognates in English | Cognates in Spanish |
---|
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 |
---|
The Spanish word “despedido/a"can be confusing as it can be translated to either "fired" or "laid off."
English | Spanish |
---|
Don’t say | Say |
---|
Non-descriptive title | Descriptive title |
---|
Check your pay stubs or W2 to confirm your employer's name.
Revise sus talonarios de pago/recibos (pay stubs) o su W2 para confirmar el nombre de su empleador/a.
Complete your union membership information.
Complete los datos de su gremio/unión de trabajadores/as.
“Worker” (female)
La trabajadora
“Worker” (male)
El trabajador
“Employer” (female)
La empleadora
“Employer” (male)
El empleador
Refers to groups of people instead of particular individuals, and uses more nouns instead of gendered adjectives
Los trabajadores
El grupo de trabajadores
Los hispanos
Personas hispanas
Dueño
Persona propietaria
Manténgase contactado con su seguro médico
Manténgase en contacto con su seguro médico
¿Es ciudadano de los Estados Unidos?
¿Tiene la ciudadanía de los Estados Unidos?
Los directores decidieron… Los secretarios harán…
Los presidentes son..
Dirección decidió… Secretaría hará…
Presidencia se compone por..
Use “usted”
El solicitante debe completar…
Usted debe completar…
Use non personal forms
El solicitante debe completar…
Es necesario completar…
Say/write both
Los trabajadores
Las trabajadoras y los trabajadores
Combine feminine and masculine (or masculine and feminine), using a “/,” when any of the previous options are not possible
Hermano
Hermana/o
Despedido
Despedida/o
Empleador
Empleador/a
Doctor
Doctor/a
Niñeras
Niñeros/as
English
People who suffer from multiple sclerosis
People who have multiple sclerosis
Spanish
Personas que sufren de esclerosis múltiple
Personas que tienen esclerosis múltiple
English
Insane
Unreasonable, improper
Spanish
Demente
Poco reasonable, inapropiado
Discapacidad
A situation where a person who, due to their physical, sensory, intellectual or mental conditions, encounters challenges in their participation and social inclusion.
Situación de la persona que, por sus condiciones físicas, sensoriales, intelectuales o mentales duraderas, encuentra dificultades para su participación e inclusión social.
Incapacidad
Lack of ability to do, receive or learn something.
Falta de capacidad para hacer, recibir o aprender algo.
Incapacidad Laboral
A situation of illness or physical or mental illness that prevents a person, temporarily or permanently, from carrying out a professional activity and which normally entitles them to a social security benefit.
Situación de enfermedad o de padecimiento físico o psíquico que impide a una persona, de manera transitoria o definitiva, realizar una actividad profesional y que normalmente da derecho a una prestación de la seguridad social.
English
Citizen, resident
People, the public, users, folks, the audience, the community
Spanish
Ciudadano, residente
La gente, el público, las y los usuarios, la audiencia
English
Colombians
People from Colombia
Spanish
Colombianos
Personas de Colombia
English | Enter your number | Enter your phone number |
Spanish | Ingrese su número | Ingrese su número de teléfono |
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. |
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 |
English | Disability | For Unemployment Insurance, "disabled person" is defined by any of the following cases:
|
Spanish | Incapacidad | Para el Seguro de Desempleo, “persona incapacitada” se define por alguno de los siguientes casos:
|
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:
|
Spanish | Programa de licencia para familias | El programa de licencia para familias del Estado de XXXX podría cubrir uno o más de estos casos:
|
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. |
Application process | Proceso de aplicación |
Calculate | Calcular |
Employment | Empleo |
Form | Formulario |
Organization | Organización |
Terminate | Terminar |
Actual | Actual (means “current”) |
Contest | Contestar (means “to answer”) |
Exit | Éxito (means “success”) |
Lecture | Lectura (means “reading”) |
Parent | Pariente (means “relative”) |
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. |
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. |
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 |
When writing content, follow these guidelines for clear, concise sentence structure:
Be explicit. Avoid ambiguous phrases that could have multiple meanings.
Use short, direct sentences.
Frame sentences from a positive standpoint - let users know what you want them to do, not what you don’t want them to do.
When translating to Spanish:
Aim to match the English content in length and organization. The versions won't be identical but should be similar.
Optimizing for readability is important for effectively engaging all audiences, especially considering that an estimated 50% or more of users now interact with content on mobile devices. It can also be particularly beneficial for people whose primary language is other than English for a few key reasons:
Cognitive load: Reading in a second language has higher cognitive demand. Well-formatted, scannable content reduces the processing load. Use headers, lists, and other formatting techniques.
Visual aids: Supplementing text with images, charts, diagrams, etc. provides additional context to help users quickly understand what documents they need to provide or what action they need to take. Include relevant photos, graphics, or illustrations.
Consistency: A clear, logical structure and organization help users anticipate content flow. Use a consistent format and organization.
Use visual hierarchy, white space, and lists to draw attention to key information and break up dense text, making it more scannable for Spanish readers.
Highlight information by:
Enclosing text in a box
Changing type size, weight, or font
Using bulleted or numbered lists
Additionally, structure content following the inverted pyramid style:
What happened (what)
Who was involved (who)
Where it took place (where)
When it happened (when)
Why it happened (why)
How it happened (how)
Images can simplify complex ideas, make content more engaging, and serve as helpful visual aids. By addressing both accessibility and optimization, you can ensure images are effective for all readers.
Provide descriptive alt text to convey the purpose and context of each image. This makes content accessible for those using screen readers or slow connections.
Compress image file sizes to optimize for fast loading. This improves the user experience for mobile users or those with slow connections.
Dates can be a source of confusion in English-to-Spanish contexts due to different date formatting conventions. In English, dates are typically written in MM/DD/YYYY format. However, in Spanish, the more common format is DD/MM/YYYY.
To prevent users from entering incorrect dates in form fields, use these UX best practices:
Include clear labels alongside date input fields to specify the desired day, month, and year format. This helps users enter dates accurately.
Display dates in unambiguous ways like spelling out months and adding labels for day, month, year. For example, "August 8, 2022" or “8 August 2022” rather than "08/08/2022".
Use a calendar picker that allows dates to be selected visually rather than typed in. This reduces errors from typing dates in the wrong format.
Where date fields cannot be calendar pickers, accept a wide range of date formats and validate the entry. Provide clear error messaging if the wrong format is used.
Acronyms work slightly differently in Spanish compared to English. In English, once an acronym is defined, you can use the acronym by itself going forward. However, in Spanish, if the acronym originated from English, best practice is to include the full Spanish translation plus the English acronym each time, followed by "por sus siglas en inglés" to indicate it's an English acronym.
Capitalization rules differ between English and Spanish. In English, most words are capitalized in titles, proper nouns, etc. However, Spanish uses capital letters more sparingly.
In Spanish, capitalization is required in certain cases like:
However, Spanish does not require capital letters in some cases where English does:
Punctuation rules are generally similar between English and Spanish, with some key differences to note.
Exclamation points: Spanish requires the inverted exclamation point ¡ at the beginning of a sentence, versus only at the end in English.
Question marks: Spanish requires the inverted question mark ¿ at the beginning of an interrogative sentence, versus only at the end in English.
Oxford commas: The comma before "and" or "or" in a list is typically not used in Spanish like it is in English (although debatable - search “Oxford comma controversy” for a fun rabbit hole)
Periods/commas with quotes: In English, punctuation goes inside the quotation marks, while in Spanish it always goes outside the closing quotation mark. e.g.: “El formulario mejoró mucho”, dijo un participante.
This style guide is a living document, a work in progress. We welcome feedback on how to make it better!
If you’d like to see this resource made available in additional languages, let us know how we can help.
Language is intrinsically complex, continuously evolving, and intertwined with human identity. We took on this project earnestly and enthusiastically, grateful for a chance to participate in language's ongoing evolution. Aware that word choice shapes how readers understand complex ideas and instructions, potentially expanding or limiting access to resources like unemployment benefits, we approached this work with intention and humility. It is our hope that the care behind this work shines through. Just as a key unlocks a door, we hope these guidelines can unlock connection, dialogue, and trust.
This work was made possible thanks to:
The New Jersey Department of Labor and New Jersey Office of Innovation, who entrusted USDR as a partner in Spanish content development. We especially thank the bilingual call center agents who generously shared their wisdom to provide a solid foundation.
Barbara Niveyro, USDR Content Strategist, for her curiosity, boldness, and native Spanglish writing.
UX researchers Holly Worthen, Joe Wiltberger, and Leyda Vega Hughes for volunteering their time and efforts.
Marcie Chin, USDR Product Lead for Unemployment Insurance, for her leadership and diligence.
Madel Leal, USDR Lead Language Access UX Researcher, for her advice and insights.
We are eager to continue co-creating with UI administrators and workers to broaden language access and help government keep up with the critical needs of the public - now and in the future.
Thank you!
¡Muchas gracias!
Complex | Simple | |
---|---|---|
Negative | Positive | |
---|---|---|
“We want our documents to help the audience get information, comply with requirements, and apply for benefits with the minimum possible burden.” - (PDF Report - page 94)
For best practices on designing UI claimant communications, see this , created by the New Jersey Office of Innovation and Semicolon Design Group.
Focus alt text on describing the meaningful context of the image, rather than just decorative details. The (W3C) guidelines recommend alt text should serve an "equivalent purpose" as the image itself.
For more guidance, see the W3C's guidelines on and on optimizing images for the web.
English | Spanish |
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Capitalization is required for | Examples |
---|
Capitalization is not required for | Examples |
---|
English
Employment opportunities
Job offers
Spanish
Oportunidades laborales
Ofertas de trabajo
English
Don’t submit your form if you don’t know your exact address.
Check that your address is correct before submitting your form
Spanish
No envíe su formulario si no sabe su dirección exacta.
Verifique que su dirección sea correcta antes de enviar su formulario.
Centers for Disease Control and Prevention (CDC) | Centros para el Control y la Prevención de Enfermedades (CDC, por sus siglas en inglés) |
This guide follows “Federal Plain Language Guidelines” by the Plain Language Action and Information Network (PLAIN). | Esta guía se adhiere a las “Pautas Federales de Lenguaje Simple” de la Red de Información y Acción en Lenguaje Simple (PLAIN, por sus siglas en inglés). |
The first word of titles and sentences | Manténgase en contacto con su seguro médico |
People’s first and last names | Fernanda Williams, Greg Brown |
Geographical places like countries, cities, continents, planets | Estados Unidos, California, Brooklyn, Asia, Júpiter |
Holidays | Año Nuevo, Navidad |
Acronyms | USCIS |
Institutions
| Ministerio de Diversidad y Género, Museo Nacional de Arte |
Languages | español, chino, inglés, |
Days of the week and months | lunes, martes, miércoles enero, febrero, marzo |
Nationalities | latina/o americana/o, estadounidense |
Religions | budismo, catolicismo, judaísmo |
Visit Spanish Language Style Guides and Glossaries on Digital.gov to find more resources for improving how the government communicates with the public in Spanish.
Find more information about how the U.S. Department of Labor approaches plain language for UI on their Plain Language resources page.
To see more plain language definitions of UI terms produced by the Office of UI Modernization at the U.S. Department of Labor, please visit The UI Lexicon.
Learn more about Federal Plain Language Guidelines on plainlanguage.gov
See the Federal Plain Language Guidelines by PLAIN for more examples of how to use active voice effectively.
Visit this American Psychological Association (APA) Style Guide to learn more about Bias-Free Language.
You can learn more about gender-inclusive communication in Spanish from (Re)Nombrar, created by the Ministry of Women, Gender and Diversity of Argentina.
Academic Spanish dictionary: Real Academia Española.
Grijelmo, A., & Merino, J. M. (2019). “More than 555,000,000 of us can read this book without translation”: Mas de 555 millones podemos leer este libro sin traducción = More than 555,000,000 of us can read this book without translation. Taurus. [This collection of essays portrays the richness of the Spanish language and presents a mix of historical, social, cultural, and economic perspectives.]
If you want to design better UI claimant communications, see this Unemployment Insurance Email Template Kit, created by the New Jersey Office of Innovation and Semicolon Design Group.
Gonzales, A.L. (2022, July 7). Why multilingual research matters. Code for America. https://codeforamerica.org/news/why-multilingual-research-matters/
For web accessibility guidance visit World Wide Web Consortium (W3C).
See the W3C's guidelines on “non-text content” and tutorial on optimizing images for the web.
Equitable Name Test: An open source list of names and considerations for names to make systems more equitable.
As part of U.S. Digital Response’s pro-bono work to expand government’s capacity to deliver digital services, we offer language access services for state unemployment insurance agencies.
We can help optimize your unemployment insurance system through technical assistance with:
Translations grounded in plain language best practices and policy compliance to improve claimant comprehension
User research with workers in your state to inform data-driven improvements
Consultation on translation tech and workflow to scale multilingual support
These services aim to:
Reduce call center volume by preventing confusion for workers who speak a primary language other than English.
Lower administrative costs by eliminating errors and adjudications.
Increase trust and integrity by improving user experience across languages.
Contact us if you’re interested in language access support for your state.
Email feedback and suggestions for improving the translation guide to: