All answers
How do I write process documentation that is easy for non-native English speakers to follow?
March 6, 2026·2 min read·Process Documentation
Write process documentation for non-native English speakers by using simple sentence structures, avoiding idioms and jargon, adding annotated screenshots for every step, and keeping instructions to one action per step. Visual documentation is universally understood regardless of language proficiency — a screenshot with an arrow pointing to a button communicates more clearly than any sentence.
What makes documentation hard for non-native speakers?
| Problem | Example | Fix |
|---|---|---|
| Idioms | "Touch base with the client" | "Contact the client" |
| Phrasal verbs | "Follow up on," "circle back to" | "Send a reply," "return to" |
| Compound sentences | "After clicking Submit, navigate to the dashboard where you'll find the report under Analytics" | Split into three separate steps |
| Assumed context | "Use the usual process" | Link to the specific SOP |
| Abbreviations without definition | "Update the CRM ASAP re: the MQL" | "Update the CRM (HubSpot) quickly about the marketing qualified lead" |
| Passive voice | "The report should be submitted" | "Submit the report" |
How do you create universally accessible SOPs?
Five rules for clear documentation:
- One action per step — "Click the Settings icon" is one step. "Click Settings and then navigate to Team Members" is two steps. Never combine actions.
- Screenshot every step — A screenshot with an annotation eliminates language barriers entirely. The reader sees exactly what to do regardless of English proficiency.
- Use simple present tense — "Click Save" not "You should click Save" or "You would then click Save"
- Define terms on first use — "Open the CRM (Customer Relationship Management tool — we use HubSpot)"
- Test with a non-native speaker — Have someone with intermediate English follow the SOP without help. Where they hesitate, simplify.
Glyde produces visual documentation with annotated screenshots automatically, making the output inherently accessible to readers at any English proficiency level.
This answer is part of our guide to process documentation.