Documentation

Documentation | The Symptoms

From a one page press release to a multi-page sales pitch, documents are the printed face of your company.

Are you sure that every English document you produce gives the right impression of you and your organisation?

Documentation | The Diagnosis

Background - Documentation preparation

Unlike spoken communication, written documents can be available and accessed for many years into the future. Consequently they need to be accurate, concise and representative of you and your organisation. Common document types include, amongst others: 

E-mail (probably one of the most common documents in use today, emails can be very short or information rich and long. Irrespective, remember that emails can be transmitted very easily and are always a reflection on the author!)
Business Correspondence (such as business letters, these have largely been superseded by e-mails. However, on the occasions that they are used there are strict conventions in terms of layout, forms of address and salutation that should be observed.)
Press Releases
Product / Marketing Descriptions
Specifications
Instructions
Transactional Documents
Financial Reports and Documents

The Language Doctor can assist you with your document preparation:

Proofread and edit your documentation
Acting as a "Sounding Board" or "Speaking Partner" to discuss improvements in current and future documentation

Language Verification

The first step in the process is Language Verification. This can include:

Proofreading
Editing (where appropriate)
Disambiguation (making the language more precise)
Eliminating SwEnglishness
Checking appropriate use of jargon (will the audience understand?)
Eliminating "buzz" words and expressions ("At this moment in time...", "Going forward..." )
Focus on register (level of formality) and appropriacy of language.

Sounding Board

Putting pen to paper (or fingers to keyboard) can be quite stressful. Why am I writng this? Who is going to read it? Can I accurately set down what I mean to say?

A consultation with the Language Doctor can often help you in making a start, setting a direction and feeling confident in what you are writing.

Documentation | The Treatment

Background - Documentation preparation

When you contact the Language Doctor please write a brief description of the purpose and mechanics of the document. This should include:

Date the documentation is required
Type of document (email, letter, brochure etc)
Internal (colleagues, co-workers), External (general public, customers, shareholders etc)
Profile of the audience (language ability, expert/novice, age demographic (if applicable) etc)
Overall purpose of the document (eg Recruitment, Information, Negotiation, Product Specification etc)

Contacting the Language Doctor

If you are new to the Language Doctor, please make contact, in the first instance, via the chat button in the bottom right hand corner of this web site.
If you are a returning customer on the AD HOC basis, please make contact via the following email: ld@languagedoctor.atlassian.net
If you are a returning customer on the RETAINER basis, please send an email to the email specified in your agreement. (If you are unsure about this, please use the chat button below and ask for clarification.)

Document formats and video conferencing

Please send unlocked PowerPoint presentations.
Text content outside of PowerPoint should be sent in unlocked Word format (.pdf files should not be used)
For video consultations we use Microsoft Teams

Process - AD HOC basis

Once you have made contact regarding your assignment, the Language Doctor will respond as soon as possible.
If the assignment is Proofreading and Editing only, a delivery date and time estimation for completion will be communicated.
If the assignment is Proofreading / Editing and Sounding Board, a delivery date and time estimation for completion of the text and a proposal for an online meeting will be communicated.

Process - RETAINER basis

Once you have made contact regarding your assignment, the Language Doctor will respond within the timeframe detailed in your Service Level Agreement (SLA).
If the assignment is Proofreading and Editing only, a delivery date and time estimation for completion will be communicated.
If the assignment is Proofreading / Editing and Sounding Board, a delivery date and time estimation for completion of the text and a proposal for an online meeting will be communicated.