One of the most common challenges in translating Japanese business documents into English is adjusting sentence and paragraph length for readability. Japanese writing often features long, complex sentences that connect multiple ideas, conditions, and conclusions within a single structure. While this style is accepted in formal Japanese, it can result in dense and difficult-to-read English when translated too literally.
When it comes to crafting impactful English for investor relations (IR) communications, conciseness is key. Various government issued handbooks on readability and accessibly comment on sentence length and plain language use. Concise sentences and paragraphs are key to capturing and maintaining your reader’s attention. Adjusting sentence and paragraph length in Japanese to English translation is essential to ensure clarity and communicate your message to stakeholders worldwide.
However, if your structure becomes too short, they might seem overly simplistic. So, how do you strike the perfect balance? Let’s dive into the basics.
What’s Just Right for Business English?
OWL recommends paragraphs with three to four sentences, with each sentence containing an average of 20 words. Our recommendations are based on using plain English in translated investor and corporate communications. Plain English is clear, direct writing that avoids unnecessary complexity. This writing helps readers understand information the first time they read it, which is especially important in disclosures, reports, and other materials intended for overseas stakeholders.
The U.S. Securities and Exchange Commission (SEC), which oversees investor protection and corporate disclosure, promotes similar standards. In response to concerns about overly complex financial language, the SEC published the Plain English Handbook in 1998 to help companies communicate more clearly with investors. The handbook encourages the use of short sentences whenever possible, noting that concise writing improves understanding and reduces the risk of misinterpretation, especially in legal or financial documents.
[Source: U.S. Securities and Exchange Commission, A Plain English Handbook: How to Create Clear SEC Disclosure Documents (1998) https://www.sec.gov/pdf/handbook.pdf]
Remember to also mix sentence lengths!
Short sentences deliver key points with punch while longer sentences provide context and nuance. Together, they create a dynamic flow that keeps readers interested and aids comprehension. A mix of shorter and longer sentences ensures clarity and rhythm, making your writing more engaging.
Example
Japanese (one sentence)
長年にわたり蓄積してきた高度な技術と専門知識を活用するとともに、気候変動や資源不足、人口動態の変化といった社会課題に取り組みながら、イノベーションの促進、グローバルなパートナーシップの拡大、そして急速に変化する市場環境においてレジリエンスを確保するための堅実なガバナンス体制の維持を優先する長期経営ビジョンに沿った取り組みを実施することで、持続可能な成長を達成し、企業価値を向上させることを目指します。
English (one sentence)
By leveraging our strengths in advanced technology and expertise accumulated over decades, while simultaneously addressing societal challenges such as climate change, resource scarcity, and demographic shifts, we aim to achieve sustainable growth and enhance corporate value by implementing initiatives aligned with our long-term management vision, which prioritizes fostering innovation, expanding global partnerships, and maintaining robust governance structures to ensure resilience in a rapidly evolving market environment.
Revised English (multiple sentences)
We leverage decades of expertise and advanced technology while addressing societal challenges including climate change, resource scarcity, and demographic shifts. Guided by our long-term management vision, we prioritize fostering innovation, expanding global partnerships, and maintaining robust governance. These initiatives aim to ensure resilience in a rapidly evolving market while achieving sustainable growth and enhancing corporate value.
What is the Flesch-Kincaid Reading Ease, and Why Should You Care?
The Flesch-Kincaid Reading Ease score is a powerful tool for evaluating the readability of your writing. This score analyzes sentence and word length to determine how easily your text can be understood. Higher scores mean better readability.
How to Find Flesch-Kincaid in Microsoft Word
- Open your Word document.
- Go to “ファイル” (File) and select “オプション” (Options).
- Under “言語” (Language), ensure that you have English Language downloaded and proofing tools are installed.
- Navigate to “文章校正” (Proofing) and check the box for “文書の読みやすさを評価する” (Show readability statistics).
- Run a spell check (“スペルチェック”) under the “校閲” (Review) tab to see your Flesch-Kincaid score.
Note: This process may depend on the version of Microsoft Word you work from. Some versions require to you to finish the spell check first and then select “Insights” to see readability scores.
A score of 60-70 is considered conversational and accessible. However, OWL recommends a Reading Ease score of 35-40 for Japanese to English translations to maintain a professional tone suitable for IR communications. This score ensures sophistication while remaining reader-friendly. For original English writing, a score of 50-60 is preferable.
In Short…
- Flesch-Kincaid Reading Ease: 35-40 for professional readability in IR translations.
- Average Sentence Length: 20 words to balance readability and detail.
- Paragraph Length: Three to four sentences for structured and digestible communication.
These guidelines ensure that your disclosures resonate with global investors without losing the nuance of your original message.
Your Action Plan
Ready to elevate your IR communications? Start here.
- Analyze Your Writing: Use the Flesch-Kincaid tool in Word to evaluate your readability score.
- Edit for Balance: Shorten overly long sentences and combine overly short ones for variety.
- Ask for Feedback: Share your drafts with a colleague or use an English proofreading tool.
- Track Improvements: Keep a log of your readability scores over time to measure progress.
Let’s Write Your Story Together
OWL specializes in helping IR teams craft timely and impactful English disclosures. Our expertise ensures your story reaches global investors with precision and clarity. Contact us today to transform your IR communications. Together, we’ll tell your story to the world.
Jessica Azumaya
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